The Quality External Collaboration feature set uses the Quality External User Template component for automated creation of Users from Persons. These templates attempt to create a User record as per their configurations, filling in requisite information from the values present on the Person record.
Note: The only license type available for automatically created user accounts is the External User license type. This feature can only be used if your organization has available External User licenses, and if the Person’s email address has a different domain than your corporate email address.
Organization Object Configuration
To ensure that there is appropriate data to construct a username for the created user, add a field to the Organization object to contain an appropriate username suffix. For example, Email Suffix (email_suffix__c). While this step is optional, it is strongly recommended as doing so will allow you to more easily track and trace External User accounts to the organizations they were created for in the future, and will help avoid conflicts in automatically generated usernames for collaborators.
Creating a Quality External User Template
To create a Quality External User Template:
- Navigate to Admin > Configuration > Quality External User Templates.
- Click Create.
- Enter a Label and Name for the template.
- Define a Username Pattern.
- Select a Security Model:
- Application Role: In this model, Vault uses an application role to grant limited role-based Vault access. If you are configuring external collaboration for QualityDocs, you must choose this security model. If you are configuring external collaboration for both QualityDocs and QMS, using this security model ensures seamless operation.
- Security Profile: In this model Vault directly assigns a security profile to the external user. This security model is only appropriate for Vaults which use external collaboration within a QMS context only.
- Depending on your security model selection, select either an appropriate Security Profile or Application Role for the user from the applicable drop-down. If selecting a custom security profile, ensure that it does not grant any unnecessary permissions. If you are configuring external collaboration for QualityDocs, you must select the QualityDocs External Collaborator standard application role.
- Click Save.
Username Pattern
The Username Pattern field on a Quality External User Template defines the resulting username through the use of dynamic tokens. These tokens can take the information from a given Person record or the Person’s related Organization record. This field only supports tokens for Text, Number, Formula, and Lookup field values.
This field supports a special token, ${PersonEmailPrefix}, which resolves to the portion of an email address before the “@” symbol. For example, if the email address listed on the Person record is Theresa.Ibanez@veesupplier.com, the token resolves to Theresa.Ibanez.
Example Username Pattern
Below is an example Username Pattern in a Vault with the recommended Organization object configuration:
${PersonEmailPrefix}$-{Organization.email_suffix__c}
For a Person with the email address Theresa.Ibanez@veesupplier.com, an Email Suffix value of VeeSupp, and whose user account is being activated on the veepharm.com domain, this Username Pattern will resolve to Theresa.Ibanez-VeeSupp@veepharm.com. Note that you should ensure that any tokens referenced in the username pattern will not resolve to extremely long values, as generated usernames are still subject to the length and content requirements of a Vault user’s username.