# Participants ## Participants screen In the left menu on the Administration Module home page, click ![](https://content.gitbook.com/content/KjZcMxkzmJaMCI7tSLjB/blobs/1Nhd9qG7L2Aqf3c9i4TT/left_menu_participants_small.png) to display the **Participants** screen.

## Menu banner

Buttons	Remarks
Buttons	Remarks
Refresh	Refreshes the participant list displayed
New participant	Opens a blank Add a participant form

## Filters

Filter on *	Remarks
Filter on *	Remarks
Name	Filters by participant name
Description	Filters by participant description

\* A filter can be applied to a part of a field. ## Participants list

Columns	Remarks
Columns	Remarks
Name	Participant’s name (click to display the participant form in edit mode)
Description	Participant description
Utilization	Number of processes the participant belongs to, added to the number of files of which the participant is a manager
Users	Number of potential users of the participant

## Participant form

Fields	Remarks
Fields	Remarks
Name	Unique identifier for the participant; must respect nomenclature and be limited to 30 characters (required field)
Description	Participant description limited to 255 characters (required field)
Participant type	Type of participant defining possible associations to the directory (required field): Person, List of persons, or List of persons with coordinator(s) (a link allows associated users to be added or deleted)
Users	List of users associated to a participant (a link allows associated users to be added or deleted)
Groups ¹	List of groups associated to a participant (a link allows associated groups to be added or deleted)
Directories ¹	List of directories associated to a participant (a link allows associated directories to be added or deleted)
Coordinators ²	List of coordinators associated to a participant (a link allows associated coordinators to be added or deleted)

1. Accessible only to **List of persons** and Li**st of persons with coordinator** type participants. 2. Accessible only to **List of persons with coordinator** type participants. ## Directory associations

Fields	Remarks
Fields	Remarks
Name *	Filters by person’s name
Available	List of possible associations to the directory
Selected	List of existing associations to the directory

\* Visible only if associated with a user or a coordinator and if the number of users in the database is higher than the limit set by the software administrator. * A **Person** type participant is associated with a single user. * A **List of persons** type participant is associated to one or more users and/or groups and/or directories. * A **List of persons with coordinator** type participant is associated with one or more coordinators, and to one or more users and/or groups and/or directories. When adding users, groups, and directories to a participant, note that the list is cumulative in that adding 3 users, 2 groups, and 4 directories will result in a list of users that contain the sum of those users, groups, and directories. A group or directory does not need to be specific to add users that belong to those groups or directories; adding those groups or directories will result in adding all the users that are part of those groups and directories to the participant list. ## Changing the participant type The following conditions apply when changing the participant type: * **Person** to **List of persons** or **List of persons with coordinator(s):** The participant must not be used in a process action. * **List of persons** to **Person:** A single user must be associated to the participant, and the participant must not be used in a process action. * **List of persons** to **List of persons with coordinator(s):** Add at least one coordinator. * **List of persons with coordinator(s)** to **List of persons:** The participant must not be used in a process action where the assignment is made by the coordinator. ## Deleting a participant A participant cannot be deleted if the person (or persons) is part of a process or is a process/folder manager.