Manage users

The Users > User Management page lists every print user in HP Insights, so you can find a user, see how they print and how they sign in, change their details, and turn their access on or off. It's also where you import users in bulk, remove their card or passcode registrations, and delete users who have left.

The User Management page

The page has three panes. The left pane lists your user groups, and All Users shows everyone. When you select a group, the middle pane lists its users, and when you select a user, the right pane shows their User Properties. Users who don't belong to a group appear only under All Users.

The buttons above the user list work on the users you select. You can select up to 100 users at a time.

Button	What it does
Hide/Show Groups	Hides or shows the list of groups.
Delete	Deletes the selected users. See Delete users.
Import	Imports users and their cards, groups and data privacy regions from a CSV file. See Import users.
Remove Registration	Removes the selected users' cards, passcode or PIN, or mobile app registration. See Remove registrations.
View guests only	Shows only guest users and hides everyone else, which makes guest accounts easier to manage.
View active only	Shows only active users. When it's off, the list shows both active and inactive users.

How users get into User Management

You don't have to add users one by one, because HP Insights adds them as they start using it. A user appears in User Management in any of these ways:

How	What happens
They register	When a user registers through Print Scout, Chrome Print or the User Portal, their record is added automatically.
They print	When a user's print jobs are reported, Print Analytics synchronization fills in their details. See Where user details come from.
You import them	When you import a CSV file, the users in it are added. See Import users.
SCIM adds them	When your identity provider provisions users through SCIM, their records are created and kept in sync. See SCIM user and group provisioning.

HP Insights supports up to 500,000 users and 1,000 groups.

User properties

When you select a user, the right pane shows their properties in several sections. Some can be changed and some are read-only, depending on the user's Source, which is explained in Where user details come from.

General

Property	What it shows
Identifier	The user's unique ID in HP Insights. Support may ask for it when they help you with a problem.
Email	The user's registered email address, from OpenID, Active Directory or SCIM. It can't be changed.
Cards	How many cards the user has registered.
Active	Whether the user can sign in. See Activate or deactivate a user.
Name	The user's name, taken from Print Analytics when they print. It can come from Active Directory or SCIM.
Data Privacy Region	The data privacy region the user's jobs are stored in.
Source	Where the user's details come from: System, Manual or SCIM. See Where user details come from.
Guest User	Shown only for guest users. Guest users' details can't be changed here.

User activity

A chart of the user's printing over the past 30 days, from the 30 days of data that Print Analytics keeps.

Groups and additional information

Groups lists the groups the user belongs to. The additional information, Job Title, Department, Manager and Phone, is filled in from Print Analytics when the user prints. Registrations lists the ways the user has registered to sign in, such as cards, the mobile app or a passcode, and it's read-only.

Where user details come from

Every user has a Source, which decides where their details come from and which ones you can change.

Source	What it means
System	The user registered through Print Scout or was imported. Their details are filled in and kept up to date automatically by Print Analytics synchronization, so you can change only Cards and Data Privacy Region.
Manual	You switched the user from System to Manual so that you could change their other details. From then on, Print Analytics synchronization no longer updates them.
SCIM	The user's details come from your identity provider through SCIM. Email, Name, Active, Title and Department are read-only, and you can change only Cards and Data Privacy Region. If SCIM updates a user whose source was System or Manual, their source changes to SCIM.

Print Analytics synchronization

HP Insights keeps user details in two places. The operational database holds the sign-in details, such as the email address and active registrations, and it's what User Management shows. The reporting database holds the details collected from Active Directory and from print jobs, such as name and job title.

Each time a user's print jobs are reported, Print Analytics synchronization copies their details from the reporting database into the operational database, so User Management shows fuller information the next time you open the user. For users whose source is System, it updates Name, Email, Job Title, Department, Manager and Phone, where they're available. For users whose source is SCIM, it updates only Job Title, Department and Manager, because SCIM manages the rest.

Synchronization fails for a SCIM user if their record doesn't have a matching display name, or if their phone number is different from the one in SCIM, because the phone number is a SCIM property.

If you use SCIM

• When you remove a user's connection to SCIM, their Active status in User Management changes to No, but they can still sign in to Print Scout and use HP Insights. To remove their access, disable the user in your SCIM integration.
• After you connect SCIM, don't use the user import to add users, because it breaks the SCIM import. You can still use the import to add cards or data privacy regions.

Change a user's details

Before you start, check the user's Source. If it's System and you need to change something other than cards or the data privacy region, change the source to Manual first. Remember that Print Analytics synchronization will no longer update a Manual user.

Each update can be up to 2 MB.

Activate or deactivate a user

The Active property controls whether a user can sign in. Deactivating a user is a quick way to stop someone using HP Insights without deleting their record, which helps with security and with keeping within your license. An inactive user can't sign in to Print Scout, the User Portal, Chrome Print, the mobile app or the printer, and sees a message such as Your account is not authorized, or Your account is no longer valid.

You can change Active only for users whose source is System or Manual. For SCIM users it's read-only, because it reflects the user's status in your identity provider, and if a user is deleted in SCIM, Active changes to No automatically.

To change it, go to Users > User Management, select the user, set Active to Yes or No in User Properties, and select Apply.

The change takes effect straight away, for the user's next sign-in on every client.

Delete users

Deleting a user removes them from the user identity database, so they can no longer sign in. Their past printing stays in the Print Analytics database, so your reports are unaffected.

Import users

Importing is the quickest way to add many users at once, with their cards, groups and data privacy regions. If you use SCIM, import only cards and data privacy regions, as explained in If you use SCIM.

Remove registrations

Removing a registration means the user has to register again before they can use that sign-in method, for example after they lose a card or get a new phone. It doesn't delete the user.