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System Users

Overview

A System User is a special type of user account in RunMyProcess that is not tied to an individual employee. Instead, it is used for process continuity and automation purposes. Unlike standard users, System Users are primarily intended to act as replacements or substitutes when a real user becomes inactive. System Users help reduce failures in process flows by ensuring that scheduled tasks continue to run smoothly.

Additionally, a System User can also be used as an authentication method for Providers, where the System User Token is selected as the authentication scheme.

Creating a System User

Creating a System User is very similar to creating any other user (e.g., Admin or Standard User) in the User Management section.

Steps to create a System User:

  1. Navigate to User Management in the RunMyProcess platform.

  2. Click Add New User.

  3. Enter the required details such as email, profile information, and metadata (values depend on the specific account).

    Note: Profile restrictions will be the same as a regular user. Link

  4. Select System User as the user type.

  5. Upon creation, a token will automatically be generated for the System User.

  6. Click the Copy Token button to securely store the token.

    ⚠️ Important: This is the only time the token will be accessible. Once you leave the creation screen, the option will be disabled and the token cannot be retrieved again.

  7. Store the copied token in a secure location, as it will be required for authentication (e.g., when configuring Providers).

Usage

System Users are primarily used when:

  • A scheduled process or workflow was assigned to a real user who is no longer available.

    In such cases, the System User can be assigned as a RunAs User at the process level, ensuring that workflows continue until a new active user is assigned.

SystemUser

  • System Users can also be configured as authentication methods for Providers, by selecting System User Token as the Authentication Scheme in the Provider configuration and supplying the generated access token.

SystemUser

Restrictions

System Users have the following restrictions:

  • They cannot be used for delegation of tasks.

  • They cannot be used to log in to the DigitalSuite.

  • They are designed for technical and process continuity purposes only.

  • Once a user is created, the Type (System or Default/Normal) is fixed and cannot be changed later.