User Management

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

Only users with the Administrator role can access user management functions.

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
Account status (e.g. active, disabled, pending 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 left-hand sidebar
Click on the Users tab

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

Click on the Settings button from the left-hand sidebar
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 left-hand sidebar
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 would be helpful to have a complete understanding of Permissions. To streamline user creation, please review the existing Roles to ensure you are familiar with the available options.

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

Users with the Educator and Administrator roles can access all data in the Repository while users with the Student role are limited to classes they have been assigned to and cannot access the Repository.

To create a user account

Click on the Settings button from the left-hand sidebar
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
Select an option from the Role dropdown
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 left-hand sidebar
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 the roles of users and account status. However, names associated with accounts can only be changed by the user via My Account.

Modifying Roles

Roles define the set of actions that users can perform with the data they can access (e.g. download, edit, view).

To modify the role associated with a user’s account

Click on the Settings button from the left-hand sidebar
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
Select an option from the Role dropdown
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 left-hand sidebar
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 audit records 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 left-hand sidebar
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