First Steps

Accessing the Fusion Platform

To access the Fusion login screen, open the browser (check the approved browsers: Chrome 119.0, Edge 119.0, and Safari 17.4) and enter the Fusion access URL, for example: http://server:port/fusion.

To access Fusion, enter your login and password, as exemplified by the following screen:

Attention

User creation must be done by the system administrator. If you forget your login and password, ask for help directly with your administrator.

Attention

The Forgot your password? option will only be available for environments with:

• Email sending set;
• System Authentication set to Default, in other words if it is set to LDAP, CAS, SAML or Custom, this option cannot be used.

Check the “Keep connected” option so that on your next access to Fusion, you do not have to re-enter the login information, as this will automatically be forwarded to the system.

The screen below exemplifies the validation message that will be displayed when entering the incorrect login or password.

For greater security, if the user errors their login multiple times, they will also have to fill out the Captcha, as shown in the following screen:

Warning

The maximum number of login attempts before the Captcha is displayed can be configured in System Settings. For more information, see the section Authentication Method - Standard.

Complete the fields and click Enter.

Two-Factor Authentication

If, after entering your username and password, you are prompted to enter a verification code, it means that two-factor authentication (2FA) is enabled for your user account.

This additional verification enhances access security and is available only for the Standard and LDAP authentication methods. For other methods (such as CAS, SAML, or Custom), this feature is not natively supported by Fusion. To learn how to enable this authentication option, see the Two-Factor Authentication Configuration section.

If the environment is configured with the Standard or LDAP authentication method and two-factor authentication is enabled, after logging in with username and password, you will be asked to enter a temporary verification code generated by an authenticator app compatible with TOTP (Time-based One-Time Password), such as Google Authenticator, Microsoft Authenticator, or Authy.

Note

If you can access the system using more than one login type — for example, both username and password (Standard) and corporate credentials (LDAP) — the two-factor authentication code may be requested only on one of the methods. This happens because the two-step verification depends on the login method being used:

• If two-factor authentication is enabled for LDAP, it will be required on that access.
• If it is not enabled for Standard, the system will not request the code.

This behavior is normal and exactly reflects the settings defined by the system administrator.

If this is your first time using two-factor authentication on Fusion, follow the steps below:

1. Scan the QR code with the authenticator app:

On first access, a QR Code will be displayed so the user can link their Fusion account to the authenticator app:

Besides scanning the QR Code, the system will also display the secret key (alphanumeric code) which can be copied and manually entered in the authenticator app if scanning is not possible.

2. Enter the code generated by the authenticator:

After linking your Fusion account in the authenticator app, a temporary code will be generated. The user should enter it in the indicated field and click Verify to complete the linkage and access the system.

Note

The name displayed in the authenticator app will be, by default, Fusion Platform. This name can be customized in the application.yml file via the appName property. To learn how to configure it, see the Customizing the name displayed in the authenticator section.

If the code entered is invalid, the validation message Invalid authentication code will be displayed below the input field.

After the initial setup is successfully completed, on subsequent logins, after entering username and password, the system will directly show the two-factor authentication screen requesting the code generated by the authenticator app:

By entering the code and clicking Verify, the system will validate the authentication:

• If the code is correct, access will be granted;
• If the code is incorrect, an error message will be displayed just below the field.

After five consecutive invalid code attempts, access will be temporarily blocked as a security measure. The following message will be displayed:

By clicking Try again, the user will be redirected to the initial login screen, needing to enter username and password again to attempt access.

For control and security purposes, two-factor authentication can be manually restored by the user via the User Profile, or by a system administrator directly on the user management screen.

Note

If the user selects the "Keep me signed in" option (when available on the login screen), the system may keep the session active for a longer period, avoiding the need to enter the two-factor authentication code on every new access. Two-factor authentication will be requested again only when the user needs to log in again with username and password.

Note

If the environment uses authentication methods other than the standard configured in System Settings, the login screen encountered may differ from the one described above. In this case, you can review all available screens in Login Screen.

Starting from version 3.19.0, email can also be used as a login key in Fusion. To enable this, you need to set the Allow login by email option to Yes in the System settings. Once this is done, users can use their email as the username when logging in.

When logging in using an email, that email address should be unique to each user. If there are multiple users with the same email address, you will encounter an authentication error. Each email should correspond to a single user account to avoid conflicts during the login process.

In the case where multiple users have the same email address, an email will be sent explaining the reason for the login block. This informative email will be sent only if the email and password combination corresponds to a Fusion account. If the user enters the password incorrectly, there is no need to send an email about duplicate email addresses.

Authentication Properties

On the first access to the environment after updating the password settings by the Administrator, when attempting to log in, the system will verify that the password meets the requirements defined in the system properties. If they don't answer, the user is redirected to a password reset screen.

You can then enter your new password and confirm the new password, respecting the conditions that the password must meet according to what was defined in the system properties by the Administrator.

Note

Until the user reset their password on this screen, they will not be able to access Fusion. Therefore, after resetting the password, it will be redirected to the login screen.

Clicking Forgot Password on the login screen takes the user to the password reset page.

In it, the user must enter their User ID or E-mail and then click Recover Password to continue or, if not, click Back to login.

Clicking Recover Password takes the user to a confirmation page stating that an email should arrive shortly with instructions for recovering the password. To leave the page, simply click Back to login.

In the received email there will be a link that must be accessed to start resetting the password. This email contains the expiration time of the recovery link. This way, the user has 1 hour from the moment of creating the link to change the password before this link expires and becomes invalid for security reasons.

If the user tries to access the link after it has expired, a message will be displayed stating what happened.

The password reset link will be able to fill in the new password and confirm it. Just below the password completion fields will be the password composition requirements. These requirements update in real time, so as you fill in the password fields, the requirements that are met are highlighted. When finished, just click Finish.

Note

Clicking the Eye icon will allow you to hide or display the completed password.

Upon completion of the password reset the user will see a confirmation screen and clicking the Continue button on it, the system was to direct the user to the login screen.

Minimum System Requirements

For better performance and quality in your Fusion experience, your computer must have some minimum requirements. To access this information, click on the Fusion Platform icon, as shown in the image below:

Clicking will display the following information screen:

Fusion Platform is approved to run on browsers: Google Chrome, Microsoft Edge, and Safari. Install Google Chrome with minimum version 80.0, Microsoft Edge version 80.0, or Safari version 10.0. If you want to use Chrome version 45, you need to do the following: Chrome Setup. For Java applications, such as the document scanner and opening documents with Office, use the minimum version 1.8.111.

Getting to Know Fusion

When you log in to Fusion, a screen appears as shown in the image below:

This screen presents the menus and functionalities offered by the system. Located on the left are the menus: Home, Documents, Analytics, Processes, Forms, Configuration, and Administration. When you click on any of these menus, they expand for a better view, as shown in the next image:

If you want to return to the main screen and/or remove the extended menus, simply click Home or outside the menu area. From the bell icon located in the upper right corner of the home screen, you can access your new notifications.

By clicking on your username, next to the notifications, go to Profile, for user profile settings, Dashboard to be redirected to the user's Dashboard screen, Downloads to open the Downloads box, Data Protection to access documents related to data usage ( Privacy and the Terms and Conditions of Use), Help opening the Fusion Platform Help Center. In Exit, finalize your access to Fusion.

Note

The Data Protection menu option will only be available if there is a document related to data protection registered in the system by the administrator.

Data Protection

If the general administrator of the system has configured the data protection documents, on the first access following the configuration, the user will be directed to a screen with the Fusion document viewer displaying the Privacy Policy and the Terms and Conditions of Use so that it can be accepted by them.

On this screen you can identify some information as well as read the documents and accept them.

Note

Each time one or both of the data protection documents are updated, acceptance must be made again. If multiple updates are made, the most recent one will be displayed for acceptance upon login.

1. In this block it is possible to identify information such as the name and email of the data protection officer, the DPO. Clicking on the email opens the email application that is installed on your computer so that you can send it with questions, for example.

2. If changes have been made to the published data protection documents, this notice is displayed identifying which documents were changed and when it was made.

3. By clicking on the (+) and (-) icons you can zoom in and out respectively. You can click on the box and select a pre-defined percentage size option available.

4. By clicking on the “hand” icon you can navigate manually, swiping around the page more naturally.

5. When you click on the “arrows” icon, the preview is displayed in full screen within the browser.

6. Clicking on the “gear” icon displays the option to lighten the background, you can enable or disable this option.

7. Finally, after reading the documents, you can accept the document by clicking on the Agree option, or, if you do not accept it, it must be clicked on Refuse, so that your position in relation to data protection is registered.

Note

You can find more detailed information about the Fusion Universal Document Viewer under Documents > Document Center > Document Management > Viewing Documents.

If you agree and accept the documents, the navigation is normally released afterwards.

If you don't accept and click confirm, a screen appears as shown in the following image:

By clicking “Here” you are redirected to log in again, and when you log in, you can interact again with the documents.

Navigation in the system without their acceptance is not allowed, as Fusion will use your data to identify the performer of a task, for example, as well as have data related to the company, such as new projects, for example, and possibly related to customers, such as contracts, and all this data must have its use under legal guardian.

By accessing the user menu, if your administrator has already registered the documents, the user can access the item Data Protection.

By clicking on Data Protection, the user will be able to access again the documents to which they have accepted, to read again or to revoke consent to them.

The screen will present the information according to the initial consent screen, but there will be a button to revoke consent. When you click on it, a modal opens according to the screen below:

By confirming you will be revoking the acceptance and losing access to the system. Therefore, at the end of the revocation, the following screen is displayed:

Clicking “here” will take you to the Fusion login screen.

After agreeing to data protection documents, a shield icon will appear next to your name in the user profile.

By hovering the mouse over the icon, you can see information such as the user name, date and time when consent was made to documents related to data protection.

If the system administrator accesses the user's profile, he will be able to identify when the consent was made by hovering the mouse over the icon and, if consent has been made on documents that are no longer in force, the phrase “The version of the consented documents is out of date” will be displayed. also.

Performing Searches

On most Fusion screens, the “Search here” option will be available, where documents or processes can be consulted:

In documents

Enter terms related to the document you wish to find, then click the magnifying glass icon or press Enter to perform the search. You can search for document titles, subjects, tags, usernames, or even keywords within a file's content.

If you're unsure of the exact term to search for, Fusion allows partial word searches. For example, searching for “collab” may return documents containing the word “Collaborator".

When using the indexed search from the header, the search settings defined in the Document Central will automatically apply to the header search.

By default, however, the "Search in" section will always start with the All folders option selected for the first search performed.

Please note that in the "Search by" section, the options Current folder and Subfolders are disabled. This happens because, in this search view, the folders available for filtering are not displayed, making it impossible to search within a specific folder.

However, when performing a search that includes folders and documents, you can access a folder directly from the search results.

Once inside a folder, you can navigate between folders by clicking the breadcrumb path displayed below the search bar.

After accessing a folder, if you return to the search settings, all options in the "Search in" section will become available for selection, and the last configuration used will be automatically applied.

If the user has no previous search configurations, the system will apply the default settings, with "Search in" set to Current Folder and "Search by" set to Documents.

In processes

When you carry out your search with the process option, the following screen will be displayed:

The search result is displayed in a list. For processes, your code, process name, title, date it was started, by which user, and if it has already been completed, will show the completion date.

Each search result has a menu of options, being possible: Select all results, view the history, view the flow or cancel that process.

Attention

The options in the menu of each process search result will vary according to the access permissions of each user, in addition to the settings made in the process modeling, such as when the Reopen, or Move options are checked.

For processes not yet completed, the pending activities icon will appear, which, when selected, expands the search result showing which activity is pending and which user it is with, in addition to presenting information such as time debrief, task deadline, the icon to put the task on progress and the bookmarks icon, as shown in the image below:

It will also appear next to the to-do icon, the summary fields icon, when you click on it, the process fields that are summary will appear.

Still in Search here, when you carry out your search with the documents option, the following screen will be displayed:

The search result is displayed in a list. For documents, your code, title, which user was published by, tags, and related topics are displayed. While in the right corner of each result you can see the date and time of the publication or last edition of that particular document, below are the social options of the document, favorite document and details that will be displayed in the following images.

Social options include the number of document views, comments, and likes. Also there is the star icon to favorite a document. Next is the icon to view details of that document, when you click on it, information will appear such as what type of document, the folder it was published, whether it has version and what version it is, date of creation and user that created it, date of edition if it has been edited and which user edited, in addition to the user itself file.

By clicking on the file menu, you can see the options about it.

Being:

• Visualize: This preview will be in the Fusion viewer
• View PDF: preview in PDF format and Download.

On the side tab are the comments published in that document, seen in the image below:

Also in the search result of Search here with documents, it has a menu of options for each result, being possible: Select all results, or in the management options: edit, visualize, move, remove, inactivate the document. In general options: download, generate link or copy. Or also social options such as like or favorite, as shown in the image below:

Note

The menu options for each document search result will vary according to the access permissions of each user and the document type settings. To modify these permissions, contact your Administrator.

AI Chatbot for Processes

This section covers the use of the Chatbot for Processes, a virtual assistant with artificial intelligence integrated into the Fusion Platform, used to search for information about processes and their forms, as well as to generate charts and reports.

To use this feature, ensure that the AI Chatbot is enabled in the system settings and configure permissions for the users who can view and use this function. For more details on how to perform this configuration, refer to AI Chatbot Settings

In addition to the system settings, for the chatbot to retrieve information filled out in process form fields, it is necessary to enable the Provide Data for AI option. This field is available only for the following types: File, Consensus, Date, E-form, Time, Decimal Number, Integer Number, Text, and User. For more information about this activation, see the content about these field type settings in Field Types

Attention

For the Chatbot for Processes to work properly, the system must be accessible internally on the server through the same URL used by the users. For example, if users access it through "https://www.neomind.com.br/fusion", this same URL must be accessible from inside the Fusion server so the chatbot can perform system queries. This is a best practice for the system as a whole, not only for the chatbot. The system must be accessible through the same URL for external and internal users, including VPN, to avoid issues such as broken links, emails, and other functionality.

In the top bar of Fusion, the option Chatbot - AI-based virtual assistant will be available, where users can search for Process information:

Attention

On screens with custom menus, this option will not be available.

By clicking the icon, the chatbot will open for interaction:

Initially, a message will be displayed with instructions on how to search for information and generate charts and reports.

Attention

For the AI Chatbot to perform searches correctly, it is essential that it knows which process model it should use to retrieve information. This avoids failures during data collection from forms, for example. For this reason, the user must always specify at least the process model they want to search. If the user wants to obtain information about a specific request within the process, they may provide its code along with the process model.

In the same message, there is a link in case the user wants to check tips on how the chatbot can assist.

By clicking the link, a message with guidance will be displayed.

If the user requests the creation of a chart or report, the chatbot will confirm the file generation and provide a link for access. However, the chatbot may send information related to the request in message format and or ask questions to better understand the request, which may result in the file being sent only after this interaction.

Note

Reports will be generated in PDF format and the user will need to save or download the file manually. To configure the logo displayed in the report, go to the Style Settings section in the System Settings.

Note

Charts will be generated in SVG format and the user will need to save or download the file manually.

Important

Since the chatbot uses artificial intelligence, errors may occur. It is therefore recommended to always review the results of responses and generated reports. The AI may also fail in its reasoning due to the sequence of requests and conversation history. In these cases, it is recommended to restart the chat session and request the information again.

The conversation with the chatbot remains active for 30 minutes. If no messages are exchanged during this period, the chatbot will consider the conversation closed due to inactivity. When this happens, the user must provide the necessary information again to start a new conversation.

If the user is already interacting with the chatbot and duplicates the browser tab, accessing it in the new tab will start a new chat, and each chat will operate independently.

The conversation will not be lost if the user navigates through the system without refreshing the browser tab. In this case, the user may return to the chat and continue the current conversation, provided the maximum inactivity period has not been exceeded.

The chatbot can be minimized using either the minimize icon or the active icon in the top bar. When minimized, it can be accessed again through the top bar.

The chatbot can be resized manually or automatically. For automatic resizing, click the maximize icon located in the upper right corner of the chat.

To resize manually, hover the mouse over the chat borders until the resize icons appear, then drag in the desired directions. Resizing can be horizontal, vertical, or both.

In addition to resizing the chatbot window, it is also possible to reposition it in different areas of the screen. To do this, click the top part of the window, drag it, and release it in the new position.

Besides the AI Chatbot available in the Fusion top bar, the system also provides the AI Chatbot in the Tasks Center and Advanced Query. These can be used simultaneously because they work independently. When the user switches between the chatbot in the top bar and one in the Tasks Center or Advanced Query, the currently open chatbot will be automatically minimized and the selected chatbot will be displayed. Access AI Chatbot in the Task Center and AI Chatbot for Process Queries for more information on how to use this feature.

If the user is logged out of the system and tries to open the AI Chatbot, the system will not display it and will redirect the user to the standard Fusion logout flow. If the user has the chatbot open and the Fusion session expires, any attempt to interact will redirect the user to the standard logout flow. After the timeout, even with the "Keep me logged" in option enabled, the chatbot will not preserve the previous conversation and will restart.

Accessing Notifications

In notifications, view your interactions, new tasks, document updates, and more. The image below exemplifies the notification screen:

Notifications not yet viewed will appear. When you select any of them, a screen is displayed with the notification data, which can be tasks, documents, according to the notification selected.

The images below first exemplify the opening of a task notification and redirecting the user to the task in question:

Attention: In Profile in the Notifications tab, customize the notifications you want to receive.

User Settings

Fusion allows users to modify certain settings, from personal information to interface display preferences. The user settings screen contains individual information about the logged-in user, organized into tabs for better visualization.

Accessing the profile

To access the user settings, click on your username located at the top corner of the interface. In the menu that appears, select the Profile option, as shown below:

Changing the password

If you want to change your password, click on the Change password button, as shown in the image:

A screen will then appear where you can set a new password and confirm it, making sure it meets the system's minimum password requirements:

Note

The Change password button is only displayed when the user accessing the profile has permission to edit that user.

Warning

The Change password option will only be available under the following conditions:

• The user has an email address registered in their profile;
• The system authentication is configured as Default;
• In LDAP authentication, when the user has a default password registered by a system administrator.

In all other cases, only users with system administrator permissions can change another user's password.

Restoring two-factor authentication

If the user has two-factor authentication (2FA) enabled, the Change password button will display a side arrow that opens an additional menu with the Restore two-factor authentication option. This functionality is useful in case of loss or replacement of the authenticator device, allowing the user to reconfigure the authentication.

To restore it, click the arrow next to Change password and select the desired option:

This action will open a confirmation window with specific messages depending on the type of user:

• If it is the user themselves: The displayed message will be: Two-factor authentication will be restored. This action will disconnect your session, and you will need to set up authentication again on your next login.
• If it is a system administrator: The displayed message will be: Two-factor authentication will be restored. This action will disconnect the user, and they will need to set up authentication again on their next login.

After confirmation:

• The session will be immediately terminated;
• The user will be redirected to the login screen to reconfigure the authenticator app;
• If the action was performed by an administrator, the user will see the session ended screen.

LDAP authentication scenarios

In environments with LDAP authentication, where the change password button is not available, the option to restore authentication will be displayed as a separate button located just below the Edit profile button.

Options available in the header

The header displays some user information such as full name, online icon, time since registration in the system, last action performed, position, and email.

To edit the profile picture, click the Edit Profile button, then the pencil icon, and the screen to edit the picture will appear with the options Change Photo and the trash icon to delete it:

Click Change Photo to locate the photo you want to upload.

After selecting the new photo, you can adjust the image by dragging the clipping lines so that only the desired area of the photo is displayed. In View, you can learn how the photo will appear in Fusion. As the picture below:

To discard the photo, simply click on the trash can icon. When editing is complete, click Save.

Editing user information

To edit user information, click Edit Profile. The information about the user is organized in tabs for better organization and visualization. Within each tab, there are mandatory fields and others that are only informative; these will be described below by tab, along with their ways of completion.

Profile

In this tab, personal and general user data settings must be defined.

1. User ID: This field shows the user login, which is also considered their code. There are some requirements for creating this field:

• It is necessary to create a unique ID that does not already exist;
• Special characters cannot be used (except "." and "-");
• There is a character limit of 64 for this field;
• No spaces are allowed.

2. Name: Enter the full name of the user. This is a mandatory field.
3. Email: Enter the email address. This information is important so that task notifications from Fusion are sent by email. Also, if the user forgets the password and email sending is configured, Fusion will help create a new password by sending a confirmation email.

Attention

In the system settings, it is possible to choose whether the emails used by users must be unique or not. If emails are configured as unique, it will not be possible to register the same email for two different users, even when one of the users is inactive. If you try to change or register a new email for a user and the same email is already in use on another account, a message will appear informing that the email address is already in use. Therefore, the user cannot be saved until the email is changed.

Note

In all emails sent by Fusion, if the Subject field exceeds the limit of 255 characters, it will be sent normally, but three dots will appear at the end of the subject in the email.

4. Date of Birth: Enter your date of birth.
5. Gender: Mark gender.
6. Phone: Enter phone numbers in this field. It is possible to register as many numbers as needed by clicking the (+) button, and remove numbers by clicking the (-) button. Next to the phone field, you can select its type:

Additionally, specify whether the number is valid for sending notifications via WhatsApp by enabling or disabling the button next to the phone number. Enable as many numbers as necessary.

Address: During editing the user profile, you can enter or edit the address. When you click to expand the address settings, the following fields appear:

1. Street: Enter the street or address. This is a mandatory field.
2. Number: Enter the number.
3. Complement: Enter a complement. Example: House or Block A - Apartment 10.
4. District: Inform the district.
5. Zip Code: Enter the ZIP code. This is a mandatory field.
6. Country: Enter the country. This is a mandatory field.
7. State: When selecting the Country, they will be displayed to select only the states that belong to that country.
8. City: Selecting the State will be displayed to select only the cities that belong to that state.

When complete, click Save to make the data for all tabs effective. If you want to make more edits, you can do this and save all the changes at the end.

Organizational

Next, the organizational settings must be entered. When clicking on the Organizational tab, the following screen will be displayed:

1. Company Name: Enter the institution name.
2. Position: Enter the position the user has.
3. Group: Enter the group to which the user belongs. This is a mandatory field.

Note

Only users with an administrator profile are allowed to change another user's group.

4. Roles: Roles allow the user to relate to certain competencies performed in the company. To include roles, click on the magnifying glass icon and select the desired roles.

Note

Note that it is possible to have multiple roles linked to a user, but it is possible to have one and only one group.

Work Schedule: The user's work schedule must be selected. It contains the periods during which the user will be working. When expanded, a field is displayed to select a work schedule model:

In this field, all registered work schedules will be available for selection. To register new work schedule model(s), click Create new item.

Attention

The workshops have an influence on notes of hours in activities of a process.

Certificates: To ensure the user's suitability, Fusion makes electronic certificates available so that the user can enter digital signatures. The digital signature is valid as a paper signature and can be used in fields of type File. To view, simply expand Certificates, according to the following screen:

If the user has never signed a digital signature, clicking Certificates will display the message “You do not have Digital Certificates”. For digital certificates to appear, you only need to sign a document. With this, the certificate is automatically registered. Once your certificate expires, you need to create a new card.

Signature: In this area it is possible to insert the user's signature image. This image can be used in the construction of Adapters or also for viewing files. To be able to insert or view a signature image, you need to expand the Signature option by clicking on it, according to the image:

It is possible to drag and drop an image into the designated area or click Search the image on your computer to locate the image by browsing through the computer folders. In addition, it is possible to delete or download the image by clicking the image menu:

Devices: Whenever the user accesses Fusion from a mobile device, whether a phone or a tablet, the name of the device and the date of the last access will be recorded in that session. There is no device limit; it is possible to access as many times as needed and from any device. To view the records of connected devices, simply expand the Devices item, and the names of the devices and the time of the last access will be displayed, as shown in the image below:

Linked devices can be reordered in either ascending or descending format, and then for devices with the same name, it takes into account the oldest activity to the latest.

Through the action arrow of the displayed devices, it is possible to select all for batch deletion or delete only the desired devices, thus ending the session.

When complete, click Save to make the data for all tabs effective. If you want to make more edits, you can do this and save all the changes at the end.

Permissions

In Permissions, the settings related to user permissions, managed users, and temporary absent are available:

Attention

The change of permissions, management and temporary absent can only be performed by the user with an administrator profile, other users will only be able to view their settings.

*Access Profile: The user profile is defined based on the activities the user will have access to. When clicking this item to expand, the permissions will be displayed:

Attention

Permissions can only be changed by a system administrator user. If you need to change your permissions, simply contact your administrator. Other users will not be able to change their permissions even if they are in edit mode, so they can only view them.

General

You can view, create, edit, and delete system settings and all users, groups, and roles:

• The user will have access to the Administration and Configuration menus.
• They can create and edit all users, roles, and groups.

Note

This permission should only be granted to users who really need this level of freedom, as it is a broad permission.

You can view, create, edit, and delete users and groups lower to this user:

• Allows editing only users who have permissions lower than theirs.
• Enabled menus:
• Configuration: Task Scheduler
• Administration: Security, Work Schedule, and Audit Center

Note

If a user has only the permissions from the General tab (and does not have any other permissions in other modules), they will not consume licenses in Fusion.

You can access the mobile application according to the permissions received from each module:

• Grants access to the mobile application, respecting the permissions already assigned.

Documents

You can manage the module, with permissions to create, edit, delete and configure processes and forms:

• The user will be able to create and edit folders, document types, templates, and subjects.

Note

There may be document types that the user cannot access due to specific permissions configured for that document type. The same applies to folders and documents.

You can only view, create, edit, and delete documents:

• The user will be able to view, create, and edit documents in the GED.

Note

There may be specific restrictions in each folder or document.

Processes

You can manage the module, with permissions to create, edit, delete and configure processes and forms:

• The user will be able to create and edit forms and process models.

Note

• There may be restrictions in specific categories and forms.
• Being an administrator of the module does not automatically grant management of all models.

You can only view, create, and edit process requests:

• The user will be able to execute tasks assigned to them, as well as consult and start processes.

Analytics

You can manage the module, with permissions to create, edit, delete and configure indicators and reports:

• The user will be able to create reports, analyses, and business performance.

Note

There may still be restrictions in categories and reports.

Can only view indicator analyses and run reports:

• The user will be able to view and generate reports, according to the permissions granted.

Risks

With this permission, the user can access the Risk Management module.

Note

In this module, there is no distinction between administrator and participant.

Management: When the user has collaborators below him, that is, he plays a role of leader, coordinator, manager, etc., Fusion allows him to view the Task Center of his subordinates and also allows the user to perform tasks as manager on behalf of the user who is under his management. For this to be possible, it is necessary to link other users, roles, or groups to this. After registering the users, roles or groups under management, by clicking to expand the Management item, it is possible to see which users, roles, or groups are under management, according to the image:

Temporary Absent: In situations where the user needs to be absent from the company, such as vacation or medical leave, the temporary absence registration can be used. In this registration, a date or period of absence, a user to whom the functions of the Task Center of the absent user will be assigned, and the reason for the absence must be provided. After completing the registration, simply click to expand the Temporary Absent item, as shown in the following image of another user's profile:

In added temporary absents, the user name for which the user's task center will be available will appear, underneath the reason for the absence and next to the time it will take to complete the absence.

Attention

It is possible to add future temporary absents, but they will appear in the receiver's task center only on the day of absence or on the start date of the absence period. When this is finished, it will be automatically deleted from the receiver's task center, but in the temporary absent registration of the absent user, it will be marked as “expired”.

When complete, click Save to make the data for all tabs effective. If you want to make more edits, you can do this and save all the changes at the end.

Notifications

In the Notifications tab, the user can configure which notifications they want to be alerted about. They can be displayed in the bell icon located in the upper right corner of the screen, by email, or via WhatsApp. Notification categories include Processes, Documents, Social, or WhatsApp.

Processes: Information about progress or pending items in configured processes.

• Pending Tasks: Check if you wish to receive notifications about pending tasks.
• Available Tasks: Check if you wish to receive notifications about new tasks available to take on, available in the pool where you are a participant.
• Deadline: Check if you wish to receive notifications regarding the status of tasks, such as overdue tasks or tasks with upcoming deadlines.
• Warnings: Check if you wish to receive notifications about processes or tasks you are involved in, such as approval consents, process cancellations, among others.

Documents: Alerts related to published, approved, or expired documents.

• New Documents: Check if you want to receive notifications about document publications or edits marked under topics you follow.
• Expiration: Check if you want to receive notifications about expired documents published by you or marked under topics you follow.
• Controlled Copies: Check if you want to receive notifications about issuance, deactivation, and expiration of controlled copies generated by or for you.
• Other Actions: Check if you want to receive notifications about actions taken on documents published by you or marked under topics you follow.

Social: Notifications of social interactions within the platform, such as comments or likes.

• Comments: Check this box if you want to receive notifications about comments and mentions associated with you in the feed, document center, or processes.
• Likes: Check this box if you want to receive notifications about likes associated with you in the feed, document center, or processes.

WhatsApp: It concerns notifications sent via WhatsApp.

• Notifications via WhatsApp: Check this option if you want the user to receive notifications for pending tasks, available tasks, and electronic signatures via WhatsApp.

Note

By default, all notifications will be enabled when creating a user. Both the tool administrator and the user can disable notifications they consider unnecessary.

When complete, click Save to make the data for all tabs effective. If you want to make more edits, you can do this and save all the changes at the end.

Settings

In this section, general user interface settings are made.

1. Records per table page: Enter a maximum number of search items that will be displayed to the user on the same page. For example: When querying or searching, the results will be displayed on the screen. If 100 results appear, the user can choose to view 10 results per page. This field is not mandatory, but if it is empty, the value 10 will be automatically assigned.
2. Search field records: Enter a maximum number of records that will be displayed when a search is made. For example, when performing a user search with the letter “A”, the first 10 names with the letter “A” will appear. This field is not mandatory, but if it is empty it will be automatically assigned a value of 10.
3. Language: Set the language that Fusion should display. The available languages are: Portuguese, English or Spanish.
4. Default Desktop: Enter the Fusion URL that should be displayed each time the workspace is accessed. With that, when accessing Fusion, you will be directed directly to the page inserted in this field. For example, entering the Task Center URL (http://server:port/fusion/appfusion/app/modules/bpm/task/central), when accessing the system or clicking on start, will be forwarded directly to the Task Center itself.

Important: Replace server and port with the address and port configured in your environment.

Note

It is not recommended to enter external sites. This feature should be used to redirect Fusion screens.

5. Inactivity Settings: Define whether inactivity will be "Custom," "System Default," or "No Limit." When the configured time elapses, the user is automatically logged out of Fusion.

• Selecting Custom means that users can edit the inactivity limit (in minutes) for the profile, as in previous versions of Fusion.
• Selecting System Default means that the inactivity limit must match the value set in the system settings, being updated whenever it is changed there, and it is not possible to configure this time in the user profile.
• Selecting No Limit means that the user will never be logged out due to inactivity in Fusion, and additionally, the Inactivity limit field will be hidden.

Important

If the administrator chooses not to allow users to change the limit in the system settings, the fields mentioned above will be locked for editing and will only be displayed in view mode.

6. Allow one task in progress at a time: Inform whether the user can execute only one task at a time in your Task Center.
7. Microsoft Office: Checking this option indicates that Fusion should open documents using Office from the user's machine and when it is not checked, indicates that the documents will be downloaded automatically.

Note

Whenever there are changes in the user profile settings, such as language, displayed records limit, and inactivity settings, it is necessary to log out of Fusion and log in again. This procedure ensures that the new information is correctly loaded by the system, preventing inconsistencies and ensuring the proper functioning of the platform.

After completing the entries, click Save to apply the data from all tabs. If further edits are needed, they can be made and all changes saved at the end.

History

In the History tab it is possible to see the user's access history, in addition to the changes made by the user. To view the access list, click on Accesses. These are displayed with the parameters of: Date (date of access), IP (network address), and Action (whether connected or disconnected):

The changes made by the user can be viewed in User Changes:

• User: will display the name of the user who made the change.
• Date: will display the change date in a reduced format along with the time.
• IP: will display the IP of the network used to perform the change.
• Field: refers to the field that has been changed or enabled.
• Previous Value: this will display the old values after being edited, that is, if the field changes from disabled to enabled, this column will be without value.
• New Value: will display the current value of the field, or if it is disabled or removed there will be information about it.

Note

For an administrator user to view changes made to the system, you can access Administration > System Settings. On the System Settings screen there is a History button that displays the edits made to the system settings:

The edit history in the System Settings will display the same information shown in the user profile change history:

When editing is complete, click Save.