Valencia City Water District · DocuManage

Profile Settings

Module 17 · All users (own profile) · Administrator can edit others

Resume: §4 Account tab · §5–6 System Access · §7 Password

Open Profile:
• Your profile: Sidebar → Profile Settings (or User Management → My Profile) → /profile
• Another user (admin): User Management → row Profile → /users/{id}/profile

1. Purpose

The Profile page maintains account details and (for administrators) controls which departments a user can see and what document actions they may perform.

Everyone: name, username, profile photo, password, and (on own profile) account deletion
Administrators: role, Can View All Departments, per-department view list, and per-department Create / Update / Delete flags

2. How to open Profile

2.1 Your own profile

Method	Path
Sidebar	Profile Settings (bottom of menu)
User Management	My Profile (green button, top right)
Top bar	User dropdown → profile link (if configured)
URL	`/profile`

2.2 Another user’s profile (Administrator only)

Open User Management.
Locate the user in the table.
Click Profile (green) on that row — not the quick Edit modal.

Use Profile for photo, departments, and CRUD. Quick Edit is for basic fields and password reset only.

3. Tab layout

All settings appear in one white card below the page title Profile. Tabs are grouped into two areas:

Group label	Tab	Contents
ACCOUNT	Profile Info	Photo, name, username, role; password and delete account (own profile only)
SYSTEM ACCESS	Read / View	View-all-departments toggle and department checkbox list
SYSTEM ACCESS	Create, Update, Delete	Per-department Create / Update / Delete checkboxes

Click a tab to switch sections. The active tab is highlighted (white pill inside the group). Click Save Profile or Save in the relevant section to apply changes.

When an administrator edits another user’s profile, the Update Password and Delete Account sections are hidden — only the target user can change their own password or delete their own account.

4. Account — Profile Info tab

Open the ACCOUNT group → Profile Info.

Figure 1 — Profile Info: Account card, Update Password, and Delete Account

4.1 Account card

Field	Description
Profile Photo	Preview on the left; Choose File for PNG or JPG (max 2 MB)
Name	Display name (required)
Username	Login ID (required, unique)
Role	Dropdown for administrators; read-only for other roles on own profile

Update fields as needed.
Click Save Profile at the bottom of the Account card.
Wait for the brief Saved. confirmation.

4.2 Update Password (own profile only)

Below the Account card on the same tab:

Field	Notes
Current Password	Your existing login password
New Password	At least 8 characters; upper and lower case, numbers, and symbols
Confirm Password	Must match New Password

Fill all three fields.
Click Update Password.
Success message: Password successfully updated!

To reset another user’s password, use User Management → Edit on that row.

4.3 Delete Account (own profile only)

Red-bordered section at the bottom of Profile Info.

Click Delete Account.
Read the warning in the dialog.
Enter your password and confirm.

Prefer User Management → Delete when an administrator removes a staff account. Self-deletion cannot be undone.

5. System Access — Read / View tab

Open SYSTEM ACCESS → Read / View. Controls which departments’ documents the user may see.

Figure 2 — Read / View: global toggle and department list

5.1 Can View All Departments

Checked (Yes): User can view documents from every department. The department list below is ignored.
Unchecked: Only departments checked in the list are visible.

Only Administrators can change this setting.

5.2 Departments this user can view

Scrollable three-column checkbox grid. Each row shows code — full name (e.g. FIN — Finance and Accounting).

Uncheck Can View All Departments if you need to limit access.
Check each department the user may view.
Click Save at the bottom of the tab.

Department codes match the Office(s) column in User Management.

6. System Access — Create, Update, Delete tab

Open SYSTEM ACCESS → Create, Update, Delete. Sets document actions per department (for departments the user can view).

Figure 3 — Per-department Create, Update, and Delete permissions

Table columns: Department | Create | Update | Delete.

Check each permission per row according to office policy.
Permissions apply only to documents in departments selected on Read / View (or all departments if Can View All is on).
Non-administrators see this table disabled.

Review each department row.
Enable Create / Update / Delete as allowed.
Click Save.

7. Password and delete — quick reference

Action	Where	Who
Change own password	Profile Info → Update Password	Logged-in user
Delete own account	Profile Info → Delete Account	Logged-in user
Reset another user’s password	User Management → Edit	Administrator
Remove staff account	User Management → Delete	Administrator

8. Administrator vs regular staff

Feature	Administrator	Other roles
Edit own name / username / photo	Yes	Yes
Change own role	Yes	No (read-only)
Can view all departments	Yes	Disabled
Department view checkboxes	Yes	Disabled
CRUD permission table	Yes	Disabled
Edit another user via Profile	Yes	No
Password / Delete on others’ profiles	Hidden	Hidden

9. Troubleshooting

Issue	Solution
Photo upload fails	Use JPG or PNG under 2 MB
Cannot change role	Only an administrator can; ask ICT
User sees wrong documents	Check Read / View tab: Can view all and department boxes; click Save
User cannot upload/edit documents	Check Create, Update, Delete tab for that department
Office(s) shows — in User Management	Select departments on Read / View and save
Password rejected	Meet complexity rules; verify current password
CRUD boxes grayed out	Log in as Administrator and open that user’s Profile
No password section visible	Normal when editing another user; they change their own on `/profile`