User Accounts

To access User listings you will need the Users privilege. If you have it, then Users will show up on your main dashboard.

Click on Users to see a list of all users on your account. Each user listed will have a set of privileges that they have been given access to.

Adding a new Users

To create a new users, click “Add User”. All new users require a first name and last name, and an institutional email address. You will also add access privileges, which can be edited later as well.

Below, we are adding a new users with the ability to edit department and people data, and publish data to public channels.

Important: If you add a new user with an email address already associated with someone with a Person account, that person is automatically “promoted” internally. You don’t need to do anything else - all the functionality “just works” with accounts that fall into both categories.

Activation

Notice you do not set a password for the new user. When the user is created, an automated email is sent to the person with an activation code and link. The activation link must be used within 7 days.

The user may click the link in the email, and they are brought to a page where they create a password. Once that process is complete, they can log in to their new account.

Editing Users

You can always select a user from the list and edit their account. You cannot change their email address, but you can toggle the various privileges associated with the user.

De-activating Users

You cannot delete a user once their account is created. This is because we create permanent records of actions performed by users on your data, so you always have a full audit trail of who did what, when. If users got deleted, it would make maintaining those audit trails a lot more difficult.

You can deactivate a user account however. Doing so prevents the user form performing any further action. If the person is also in the People listings of department, their deactivation does not effect their ability to access the application as a faculty/staff member.

Signing in

Full Users have a username/password they can use to sign in, and they can also use OTL. Those with People, Student, or Public Person accounts may only sign in with OTL. When deactivating a user who still has a more limited account, make sure you advise them that while they can no longer user their password to login, OTL is still available