Administer Users

Subscription and workspace administers can manage the users and their teams within their Rally subscription, as well as setting up password policies. Administering users includes the following:

Manage users

Use the Users tab to administer all users for your subscription. You must be a subscription or workspace administrator (with create user permissions) to manage users.

Managing users includes:


From the Users tab, the subscription administrator can:

  • View all users. View authorized users in the subscription and users' Subscription Admin value.
  • View user details. Click the name of any user to view more detail about the user or to change a user's password.
  • Edit a user. Click the gear icon to update or change any user-related setting.
  • Delete a user. Select the gear icon to delete a user from the subscription.
  • Set page size for the User Summary view. Specify the number of records to display per page at the bottom of the page.
  • Print users. Click the Actions button, then click Print. You can specify a title and subtitle.
  • Export the users in a spreadsheet. Click the Actions button, then click Export as CSV.
  • Set users as active or inactive. Select the Disabled option from the Edit User page to temporarily inactivate a user. Inactive user names display with a lighter font in Rally (drop-down menus are an exception).

Add users

  1. Click the + Add Users button at the top-left area of the view.
  2. Do one of the following:
    • Enter a name in the User Name field and press Enter.
    • Click the Add with Details button.
  3. On the Create User page, complete the User Name and Email Address fields (required) and any other necessary fields.
  4. Click Save.

An e-mail containing login instructions is automatically sent to the email address associated with the user.

Change user names

Subscription administrators can edit or change the login user name of an existing Rally user. This makes it easy to accommodate changes in a user’s email addresses and maintain all of a user’s history and associations with Rally work items. The Rally login user name does not need to be the same as the email address of the Rally user.

You cannot change the user name of an inactive user.

To change the user name:

  1. Click the gear icon next to the user you want to change, then select Edit.
  2. Enter the new user name.
  3. Click Save.

The user name must be entered as an email address. Rally recommends using a valid email address for each of your users. The address must have a minimum of one character before the @ and at least one character before and after the dot in the address. The field is alphanumeric, limited to 254 characters in length, and allows the special characters of @, ., ?, and _. This field is not case sensitive.

Delete a user

Deleting a user removes the user from:

  • The listing on the users summary view
  • The Owner drop-down listings on all work item summary pages

TIP: Instead of deleting a user, inactivate the user and re-activate at any time. Select the Disabled checkbox on the Edit User page and click Save.

Before you delete a user, you need to re-assign the work items owned by the user:

  1. Filter all work products based on the user you want to delete.
  2. From the Actions button, select Multi-edit.
  3. Select a new name from the Owner drop-down list to re-assign the work items to a new owner.
To delete a user:
  1. Click the gear icon next to the user you want to change, then select Delete.
  2. Click OK at the prompt.

    Note: There is no undo function after you delete a user.

View last login date

Subscription administrators can effectively manage licenses by viewing the last login date of users. Login dates are available from June 1, 2010 forward. Users that have never logged in will have an empty grid value.

To view the last login date of users:

  1. In Users, click the Columns drop-down.
  2. Select Last Login Date.
  3. Click Apply. Click the column header to sort by either current or oldest login dates.
Last Login Date

Note: For users who continuously extend their session, the original login date will display.

Change user passwords

If email-dependent features are enabled, the subscription administrator may prompt a user to change their password by automatically sending an email with instructions guiding the user to log on using a new password. Once a password has been changed, the user cannot use the previous password as a new password.

Note: You cannot change passwords for inactive users.

To automatically change the password:

  1. Click the gear icon for the user and select Edit.
  2. Click the Did the user forget their password? check box.
  3. Click Save.

or,

  1. Click the user's name to view the User Detail page.
  2. From the Actions button, select Change Password.
  3. Click OK on the confirmation screen.

If email-dependent features are not enabled in your subscription, you must manually change the password:

  1. Click the gear icon for the user and select Edit.
  2. Enter the new password in the New Password field.
  3. Re-enter the new password in the Confirm Password field.
  4. Click Save.

or,

  1. Click the user's name to view the User Detail page.
  2. From the Actions button, select Change Password.
  3. Enter the new password in the New Password field.
  4. Re-enter the new password in the Confirm Password field.
  5. Click Save.

Note: Manually resetting a password will automatically end any sessions the user has opened. If you suspect someone has gained unauthorized access to a user account, resetting the password manually will end his or her access.

Customize user fields

Rally provides you with four customizable drop-down fields. You may change the values and their order in each of the following:

  • Cost Center
  • Office Location
  • Role
  • Department

Drop-down field values

Note: To edit user fields, you must have subscription administrator rights.

Edit field values

You may manage fields from the User Fields page.

User Fields

To add a value to a drop-down list:

  1. Navigate to the User Fields page.
  2. Click the gear icon next to the field and select Edit.
  3. Enter the value name in the text field above the list of existing values.
  4. Click Add Value.
  5. Click Save & Close.
Add a value

To edit an existing value:

  1. Navigate to the User Fields page.
  2. Click the gear icon next to the field and select Edit.
  3. Click on the name in the list of values box.
  4. Use the up and down arrows to the right to change the order of the highlighted value.
  5. Edit the name in the text field below the list.
  6. Click the green check mark icon to confirm the change.
  7. Click Save & Close.
Edit values

To delete a value:

  1. Navigate to the User Fields page.
  2. Click the gear icon next to the field and select Edit.
  3. Click on the name in the list of values box.
  4. Click the trashcan icon to remove the value from the list.
  5. Click Save & Close.
Delete values

User detail fields

Field Description Required Customizable
Account Information
User Name Enter an email address (required).Rally recommends using a valid email address for each of your users. The address must have a minimum of one character before the @ and at least one character before and after the dot in the address. The field is alphanumeric, limited to 254 characters in length, and allows the special characters of @, ., ?, and _. User name is not case sensitive.  
Email Address Enter an email address for administrative messages and email notifications (required). If this field is blank when the User Name field is populated or changed, this field is automatically populated with the User Name value. Change notifications are sent to this email address if you have enabled the Email Notifications radio button. The address must have a minimum of one character before the @ and at least one character before and after the dot in the address. The field is alphanumeric, limited to 254 characters in length, and allows the special characters of @, ., ?, and _.
Important: If the administrator has disabled email functionality, the Email Address field does not display.
 
Disabled Select this box make a user inactive. This field is only available to subscription or workspace administrators. Inactive users are unable to log into Rally and their user name does not display as an option to create new work products. The history information for an inactive user is still preserved. An inactive user's name displays in a lighter font color (drop-down menus are an exception). The default status is enabled/active.    
Name Enter values for the first, middle, and last name of the user.  
Role Select a value from the drop-down to designate the role of the user. You may customize the values.  
Office Location Select a value from the drop-down to identify what location the user is working from. You may customize the values.  
Department Select a value from the drop-down to identify what department or organization the user works in. You may customize the values.  
Phone Enter a phone number of the user. This field is limited to 254 characters in length.    
Display Preferences
Display Name The short name that is displayed in all Owner field drop-down lists for all work products instead of the user name. If this field is blank, the User Name is used as the display name.    
Profile Image Upload an image that display when the mouse rolls over your display name.    
Settings
Password Expires A read-only field that reflects the password expiration policy set by the subscription administrator on the Subscription tab.    
Session Timeout The length of time the system can remain active but unchanged before an idle user is logged out of Rally. Select a value from the drop-down list.    
Warn on Session Timeout Specify whether a timeout warning message should display before automatic logoff.    
Email Notifications Specify whether to use automatic email for change management.
Important: If the administrator has disabled email functionality, this field will not display.
   
Time Zone Select the preferred time zone for your individual location from the drop-down list. The selected time zone setting displays each place the workspace or project name is displayed and is independent of your computer time. All date and time fields in Rally reflect your selected time zone. Any selection other than the Use Default value will override the default settings for the workspace.    
Date Format Select one of the following available formats for all date displays in Rally. Any selection other than the Use Default value will override the default settings for the workspace.
  • yyyy-MM-dd (ISO 8601) (Default)
  • MM/dd/yyyy (US)
  • dd/MM/yyyy (Europe)
  • yyyy/MM/dd (Japan)
  • yyyy-MMM-dd (2003-Apr-02)
   
Instant Messenger Information
Service Select a service provider from the drop-down list.    
User Name Enter the user login ID of your selected instant messaging account.    
Options Specify whether to use chat (text messaging) or PC-to-PC calling (voice calling).    
Rank If you use more than one instant messenger service, rank the accounts in order of connection preference. Zero is the highest rank of preference.    
Administrative Fields
Network ID Enter an alphanumeric value to designate an internal network ID. Limited to 254 characters in length.    
Cost Center Select a value from the drop-down. You may customize the values.  
Permissions
Subscription Admin Select this checkbox if the user is a subscription administrator.    
Permission Select a value from the drop-down list to indicate a user's specific permissions for the project.  

User authentication

User authentication is the process in which the identity and authority of a user is verified. Authentication is used to determine controlled access to Rally. Password authentication security is strengthened by password policies that are configured by the subscription administrator.

User password lockout

Subscription administrators can set a user password lockout policy limiting the number of times a user may unsuccessfully attempt to log in to Rally. This greatly enhances the security of your subscription and inhibits attempts of unauthorized users access to your Rally subscription. To keep unauthorized users from attempting to breach your Rally security by guessing passwords, you can set the lockout fields for your entire subscription.

To set password lockout:

  1. Click the Setup link from the Rally navigation bar in the upper-right corner of the Rally display.
  2. Click the Subscription tab.
  3. From the Actions button, select Edit Subscription.
  4. In the Password Policies section, enter a number of invalid attempts before a lockout occurs and the length of time the user is locked out. See subscription fields for more details.
    • If a user exceeds the maximum number of invalid log in attempts, they receive an error message stating the account has been locked and they are instructed to contact their subscription administrator. If the subscription has email notifications enabled, the user will also receive an email stating they have been locked out and the length of time they are locked out per the subscription configuration.
    • The system administrator can edit the user account and unlock it by clearing the checkmark from the field This account is locked. Click to unlock. After this change is saved, the account is successfully unlocked and the user may now access the Rally subscription.
  5. Click Save & Close.

Note:

  • The system administrator can monitor those accounts that have been locked by viewing the User Summary page. The status field displays a value of Active and Locked for any user that is locked out.
  • If email notifications are disabled for the subscription, the subscription administrator is required to enter a user password during the unlocking process. The subscription administrator can enter the existing user password or set a new user password.

Secure subscription passwords

Subscription administrators can establish a security policy for subscription passwords from the Subscription tab:

  1. Click the Setup link from the Rally navigation bar in the upper-right corner of the Rally display.
  2. Click the Subscription tab.
  3. From the Actions button, select Edit Subscription.

In the Password Policies section, you can set multiple policies to be enforced for user passwords. Choose one or all of the following policies to secure your Rally passwords:

  • Password Expiration: Force user passwords to expire based on a number of days chosen by your organization. This is the only optional field in this section.
  • Minimum Password Length: The default and minimum number of characters is eight. The allowable length is 8–20 characters.
  • Required Password Rules: Indicate the number of password rules to be enforced when validating passwords. Choose to include from one (minimum) to four of the following rules. If you specify one (weakest security level), a user may create a password using any one of the rules. If you specify four (highest security level), the user must create a password that uses all four of these rules:
    • At least one upper case letter
    • At least one lower case letter
    • At least one numerical character
    • At least one special character, such as !, @, %, ^, &, $, #
  • Maximum Failed Login Attempts Before Lockout: Lock out users for the subscription after an indicated number of invalid login attempts. When a user exceeds the number of invalid login attempts, the account is locked and the subscription or workspace administrator must unlock the account before the user can log in again.
  • Amount of Time Users will be Locked Out: Select a time period that a locked out user will remain locked out: 15 minutes, 30 minutes, 1 hour, 4 hours, 24 hours, or forever.
  • Number of Previous Passwords to Track: Specify the number of previous passwords to disallow a user to re-use. The default is zero. When a password has expired, the user cannot use the previous password as a new password. A change to the password must be applied.