User Management

The user management capabilities allow administrators to create new users and manage attributes of existing user accounts.

The “Manage users” permission flag is required to see the list of users.

User Accounts

Each user account in the system has the following attributes:

A name
An email address
A role - the actions users can perform with the content they can access
Accessible content - the data accessible to a user
Account status (e.g., active, disabled, awaiting activation)
Account creation time

The account name and email address are defined by an administrator when the account is created. Beyond this point, only the user can change these properties (e.g., name, password, picture, and signature) from the user’s My Account.

To view the list of accounts currently registered, and their properties

Click on the Settings button from the Navigation Menu
Click on the Users tab

To sort the user account list

Click on the Settings button from the Navigation Menu
Click on the Users tab
From the table header, click on a column until the desired sort order is shown (sort order is shown with for ascending order and for descending order in the table header adjacent to the selected column)

To search for an existing user account by name or email address

Click on the Settings button from the Navigation Menu
Click on the Users tab
Type a few characters in the search bar above the user table

To show/hide accounts that are not active

Click on the Settings button from the Navigation Menu
Click on the Users tab
Click on the Filter button
Enable the Show disabled users toggle to include in the listing users which have been disabled by an administrator
Enable the Show non-activated users toggle to include in the listing users who have not yet completed the activation process

Creating User Accounts

Account Creation

Before creating users, it is recommended to have an understanding of Permissions and Accessible Content. To streamline user creation, please review the existing Roles and Data Groups to ensure you are familiar with the available options and if necessary, create new roles and data groups to suit the needs of new users.

Newly created accounts will be marked as “awaiting activation” and the new user will not be able to log in until Account Activation is completed.

Newly created users cannot access any data by default, unless a Data Group and/or Role is selected during user creation.

To create a user account

Click on the Settings button from the Navigation Menu
Click on the Users tab
Click on the Create User button
Enter the user’s name in the Name field
Enter the user’s email address in the Email field
(Optional) Choose one of the following options for the user’s permissions:
1. Select an option from the Role dropdown menu; or
2. Click on the Customize Permissions button and select individual Permission Flags
(Optional) Choose one of the following options for the user’s accessible content:
1. Select an option from the Data Group dropdown menu; or
2. To allow access to all data: click on the Customize Accessible Content button and enable the Grant access to all team content toggle at the top of the Accessible Content popup dialog; or
3. To limit the access to a set of folders: click on the Customize Accessible Content button and select the folders that should be accessible to the user
Click on the Create User button to finish

Account Activation

After a user account has been created by a team administrator, the system will automatically send an account activation notification to the new user by email. Once received, the user may click on the Activate button from their email to choose a password, review the terms and conditions and complete other activation steps as may be required.

Activation emails are incorrectly marked as spam by some email services. Be sure to check your spam filter.

Resending Activation Notification

If the user is having difficulty finding an activation email, even after checking their spam folder, or for any other reason, the notification can be resent by the team administrator.

To resend a user account activation notification

Click on the Settings button from the Navigation Menu
Click on the Users tab
Locate the user in the users table and click on the More menu on the right-hand side of the row
Select the Resend Activation Link option in the popup menu

Modifying User Accounts

An administrator can modify permissions of users, their accessible content and account status. However, names associated with accounts can only be changed by the user via My Account.

The “Manage users” permission flag is required to modify user accounts.

Modifying Permissions

Permissions define the set of actions that users can perform with the data they can access (e.g., download, edit, view). While the permissions assigned to each user can be customized, it may be more convenient to create a common Role to express the permissions for user types (e.g., viewer, editor, administrator).

To modify the permission/role associated with a user’s account

Click on the Settings button from the Navigation Menu
Click on the Users tab
Locate the user in the users table and click on the More menu on the right-hand side of the row
Select the Edit Role/Permissions option in the popup menu
Choose one of the following options:
1. Select an option from the Role dropdown menu; or
2. Click on the Customize Permissions button and select individual Permission Flags
Click on the Save button

Modifying Accessible Content

Accessible Content defines the set of folders that can be accessed by users. While accessible content can be customized for each user, it may be convenient to create a common Data Group for users that require access to the same folders (e.g., staff in a department or team). A Data Group can be associated with multiple users.

To modify the accessible content or the data group associated with user accounts

Click on the Settings button from the Navigation Menu
Click on the Users tab
Locate the user in the users table and click on the More menu on the right-hand side of the row
Select the Edit Accessible Content option in the popup menu
Choose one of the following options:
1. Select an option from the Data Group dropdown menu; or
2. To allow access to all data: enable the Grant access to all team content toggle at the top of the Accessible Content popup dialog; or
3. To limit the access to a set of folders: select the folders that should be accessible to the user
Click on the Save button

Invalidate User’s Session(s)

By default, users are not required to re-authenticate until they have logged out or until the application cookies have been cleared. However, an administrator can force a user to re-authenticate by invalidating their sessions.

To invalidate a user’s session

Click on the Settings button from the Navigation Menu
Click on the Users tab
Locate the user in the users table and click on the More menu on the right-hand side of the row
Select the Invalidate Sessions option in the popup menu

Disable User Accounts

If an account is no longer required it can be disabled. At this time, there is no way to delete user accounts, since these may be connected to activity logs that are collected during normal application use. It’s important to note that the application does not collect personal information other than a user’s name and email address. In order to meet any regulatory requirements with respect to user privacy, please contact our support team.

To disable a user account or to enable a previously disabled account

Click on the Settings button from the Navigation Menu
Click on the Users tab
Locate the user in the users table and click on the More menu on the right-hand side of the row
Select the Disable Account or Enable Account option in the popup menu as appropriate
Click on Yes to confirm