Users

User account management in Qalyptus Server supports multiple methods for adding and maintaining user access. The system accommodates both individual user creation and enterprise-scale directory integration for seamless user management.

User types

Users vs recipients

Users have full system access with:

• Assigned roles and permissions
• Login capabilities to the Qalyptus Server interface
• Access to browse, create, and modify content based on role
• Integration with Qlik Sense for report generation

Recipients have limited access for:

• Receiving reports via email distribution only
• No login access to Qalyptus Server
• Ideal for external stakeholders needing reports without system access

Manual user creation

1. Log in to Qalyptus Server as an administrator.
2. Go to Administration > User Management > Users.
3. Click Add users, then Create user.
4. Enter the information in the following fields:

• First name
• Last name
• Email: The user's email address. It must be unique.
• Domain Account (optional and must be unique if not empty): The domain account is used to authenticate the user with Windows authentication and to link the Qalyptus Server user to the Qlik Sense user. This is necessary when you use Qalyptus Desktop without installing a certificate (using the Qalyptus Server engine) when users use Qalyptus extensions in Qlik Sense; Qalyptus uses the Qlik Sense profile to generate the report (Section access and other restrictions are considered).
• Language: Choose the language of the user. This option can be changed later in the user profile settings.
• Ask the user to create their password: Check this checkbox to send an email to the user with a link allowing them to create their password and set up their Qalyptus credentials. If you do not check this box, the user can create their password in the Qalyptus Server login interface by clicking on the "Forgotten password" link.
• Add at least one organization for the user.
• Add roles for the user.
• Enable: Choose to enable or disable the user's account.

5. Click Save.

Add a recipient

For users who only need to receive reports via email:

• Navigate to Administration > User Management > Users
• Click Add users > Create recipient
• First name: Recipient's given name
• Last name: Recipient's family name
• Email: Unique email address (required)
• Organization: Assign to at least one organization
• Save Configuration

Bulk user import

Excel import process

Below is how to import multiple users from an Excel spreadsheet.

• Navigate to Administration > User Management > Users
• Click Add users > Import from Excel
• Download the provided template
• Follow column format requirements (only the first sheet is processed)
• Include all required user information
• Select Excel File: Browse to your prepared file
• Password Creation: Enable "Ask new users to create their password" if desired
• Click Import from Excel
• Review import results and any error messages

Directory integration

Active Directory synchronization

Integrate with on-premises Active Directory for automated user management:

Prerequisites

• Network connectivity to Active Directory server
• Appropriate AD service account (if authentication required)
• LDAP or LDAPS access configured

Configuration steps

• Navigate to Administration > User Management > User directories
• Click Create directory and configure Active Directory settings
• Name: Directory identifier
• Type: Select "Active Directory"
• Group Prefix: Prefix for synchronized groups (optional)
• Path: LDAP connection string
  • Standard: LDAP://{your-ldap-server}
  • Secure: LDAPS://{your-ldap-server}:636
• Username: Active Directory service account (Optional)
• Password: Service account password (Optional)
• LDAP Filter: Additional user filtering criteria (Optional)
• Organization: Target organization for imported users
• Default Role: Automatic role assignment (optional)
• Password Creation: Email password creation links to new users
• Synchronization Schedule
  • Manual: On-demand synchronization only
  • Automatic: Scheduled synchronization
    • Frequency: Daily, weekly, or monthly
    • Time: Specific time and timezone
• Save and Test Configuration

Managing synchronization

Manual Synchronization:

1. Navigate to Administration > User Management > User directories
2. Click the Action menu for your Active Directory
3. Select Synchronize

Monitor Synchronization:

Click Synchronization Details to view:

• Last synchronization attempt
• Synchronization status
• Success/error messages
• User and group import results

Microsoft Entra ID integration

Synchronize users and groups from the cloud-based Microsoft Entra ID (formerly Azure AD).

Prerequisites

• Microsoft Entra ID tenant access
• Registered application in Entra ID with API permissions
• Client secret or certificate for authentication

Configuration steps

• Navigate to Administration > User Management > User directories
• Click Create directory and configure Microsoft Entra ID settings
• Name: Directory identifier
• Type: Select "Microsoft Entra ID"
• Group Prefix: Prefix for synchronized groups (optional)
• Application ID: Entra ID app registration client ID
• Directory ID: Entra ID tenant ID
• Client Secret: Application secret key for authentication
• Organization: Target organization for imported users
• Default Role: Automatic role assignment (optional)
• Password Creation: Email password creation links to new users
• Synchronization Schedule
  • Manual: On-demand synchronization only
  • Automatic: Scheduled synchronization
    • Frequency: Daily, weekly, or monthly
    • Time: Specific time and timezone
• Save and Test Configuration

Managing Entra ID Synchronization

Manual Synchronization:

1. Navigate to Administration > User Management > User directories
2. Click the Action menu for your Microsoft Entra ID directory
3. Select Synchronize

Monitor Synchronization:

Click Synchronization Details to view:

• Last synchronization attempt
• Synchronization status
• Success/error messages
• User and group import results

Excel file directory

In addition to Active Directory and Microsoft Entra ID, a third directory type, Excel File, lets you import users and groups automatically from an Excel file stored on the Qalyptus Server machine. It uses the same rules as the manual Import from Excel feature, but the file is read directly from the server: no manual upload is required.

Configuration steps

• Navigate to Administration > User Management > User directories
• Click Create directory and configure the Excel file directory settings
• Name: Directory identifier
• Type: Select "Excel File"
• File Location: Full path to the Excel file. The file must be located on the same machine as Qalyptus Server.
• Download Excel file template: Use this link to download the Excel template expected for the import (same format as the manual import; only the first worksheet is processed)
• Synchronization Schedule
  • Manual: On-demand synchronization only
  • Automatic: Scheduled synchronization
    • Frequency: Daily, weekly, or monthly
    • Time: Specific time and timezone
• Save and Test Configuration

Managing synchronization

Manual Synchronization:

1. Navigate to Administration > User Management > User directories
2. Click the Action menu for your Excel file directory
3. Select Synchronize

Monitor Synchronization:

Click Synchronization Details to view:

• Last synchronization attempt
• Synchronization status
• Success/error messages
• User and group import results

The import runs in the background and uses the file configured in File Location. Errors such as a missing file, an invalid path, insufficient permissions, a locked file, or an invalid or corrupted file structure are logged and displayed in the synchronization details.

Important considerations

Synchronization behavior

• One-Way Sync: Updates flow from the source directory (Active Directory, Microsoft Entra ID, or Excel file) to Qalyptus Server only
• User Updates: Existing users in Qalyptus are updated with current directory information (email as ID)
• User Creation: New users found in directory are automatically created in Qalyptus
• No Automatic Deletion: Users deleted from either Qalyptus or the directory are not automatically removed from Qalyptus
• Configuration Persistence: Deleting directory configuration retains synchronized users and groups

Best practices

• Test Integration: Verify directory connectivity before production deployment
• Monitor Synchronization: Regularly review synchronization logs for errors
• Role Management: Define appropriate default roles for automated user creation
• Backup Strategy: Maintain backups before major synchronization changes

Troubleshooting

Common Issues:

• Authentication Failures: Verify service account credentials and permissions
• Connection Errors: Check network connectivity and LDAP/LDAPS configuration
• Import Failures: Review LDAP filters and organizational mappings
• Password Issues: Ensure SMTP configuration for password creation notifications
• Detailed Error Analysis: Check the Qalyptus Server log files for comprehensive synchronization details and error messages