Manage User: Records Subtab

Release Date: October 25, 2025
Version: 3.6.0

1. Overview

The Manage User > Records function provides administrators with a centralized view of all records associated with a specific user.
This feature simplifies user management by allowing you to quickly review, organize, and transfer records linked to a user across different entities.

Key Capabilities:

• View all records where the user is listed as a contact

• Identify user roles within each record (Owner, Primary, Additional, Reviewer, etc.)

• Display records across all entities and statuses

2. Accessing the Records Subtab

1. Go to Administration from the left-hand menu.

2. Select Manage Users.

3. Open a user’s profile by clicking their name.

4. Click the Records subtab at the top of the user’s detail page.

You will see a list of all records associated with that user.

3. Records Subtab Layout

The Records subtab displays a complete list of all records assigned to the selected user, grouped by Entity (e.g., Incidents, Risks, Audits).

Each record entry includes:

• ID – The unique identifier of the record.

• Name – The name of the record.

• Entity – The record type or category (e.g., Incident, Risk).

• Contact Roles – The user’s assigned role(s) in that record, which may include:

  • Record Owner

  • Primary Contact

  • Additional Contact

  • Reviewer

  • Reporter

  • Risk Manager

  • Incident Manager

  • Record Viewer

• Status – The current state of the record (Active, Closed, Archived, etc.).

Tip: All records—regardless of their current status—are displayed to give administrators full visibility of a user’s history.

4. Viewing Record Assignments

When you open the Records subtab:

• Each record is grouped by Entity Type (for example, all “Incident” records under “Incidents”).

• You can quickly identify the user’s role in each record by scanning the Contact Role columns.

• Records assigned through Groups are shown under Group Assignments section