Manage site users
To access additional actions, select the checkbox next to each user that you need to manage and select
Actions
:
note
To select all users in a given organisation, select the checkbox next to the name of the organisation.
note
The
Reset Password
option is a legacy option, available in HighQ instances that have not yet been upgraded to Thomson Reuters Account. Please note that if a non-SSO user is locked out of their Thomson Reuters Account or has forgotten their password, they can use the password reset option on the login page to regain access.
Reset password
note
Only available on instances that use a HighQ account.
Select
Reset password
. The Reset password?
screen opens:
Initiating a password reset doesn't automatically reset a user's password. Instead, that user will receive an email indicating that a password reset was requested and, if the user wants to continue to reset their password, they should click on the provided link in the email and then enter a new password on the login page.
note
The user can ignore the email and keep their existing password.
Send invitation
For users who never received their invitation to the site, or for users who lost their original invitation, an Administrator can (re)send a site invitation, including a custom message.
Send email
This option provides an easy way for an Administrator to send an email to some or all of the users on the site. Enter a subject and message on the
Send email
screen and select Send
:
note
The email appears to have come from the Administrator and any replies are sent to the Administrator.
Send message
This allows you to send a message directly to the user, which will be displayed with their
Messages
in Collaborate. Enter the message in the field on the New message
screen and select Send
:
Suspend
Use Suspend if the user may need access to the site later, meaning the user's loss of site access is temporary.
Suspend can also be used when an entire system group is added to the site but it is necessary to exclude one or more of the members of the system group from site access.
If a user is suspended, they cannot access the site, will not receive any site notifications or alerts and will not appear to other members of the site as if they are site members. However, if the user needs to regain site access, their site membership can be re-activated; they will have the same permissions they had before being suspended. This includes membership in any site groups, any roles they had been given, and any Q&A permissions they had.
note
When an attempt is made to suspend a user, the site or system administrator must If the same user had been removed instead of suspended, not only would an Administrator need to go through the 'add user' process to re-add the user, but the Administrator would also need to add the user back to the appropriate security groups and give the user any roles they should have.
It is best to use
Remove
if it is unlikely that the user will be reactivated.confirm the suspension
(member administrators cannot suspend users):
The user you are suspending will not be notified that they have been suspended, similar to users who are removed. The suspended user will just lose access to the site.
When a user is suspended, a
Suspended
tag is displayed next to their name on the Users Admin page (both site and member administrators can see this flag), on the Roles page and other places, to alert administrators that the user has been suspended:
Activate
A suspended user can be reactivated from their suspended status.
To
Activate
a user, select Activate
from the Actions
menu:
The
Activate users?
screen opens:
Select
Activate
to reactivate the user.Remove
Removing a user from a site has no impact on any content the user has added to the site, changes the user has made or in any way affect any of the information in the reports and audit logs concerning that user.
Removed users can be added back to a site later, but only with the
Add user
process. (Users who are removed from a site entirely will automatically be removed from every security group in that site.) Removing a user from one site has no impact on the user's access to any other sites.
note
Audit reports
include information about when a user's site membership was suspended and reactivated.Filters
You can use filters to limit which users are displayed to you, which can be especially useful if there are many users. To filter the users, select
Filter
next to the search bar:
- Organisations- filter by organisation
- Groups- only if group-based security has been enabled
- Status- Here you can filter active and inactive users
- Not invited- users who have not been invited
- Not logged in- users who have never logged in to the site
- Not in group- (only if group-based security has been enabled) - users who are not members of at least one site group
Send invitation
To send an invitation to a user, select the checkbox next to that user and navigate to
Actions
> Send invitation
:
The
Send invitation
screen opens:
Enter an option message to be sent along with the invitation and select
Send
. The invitation is sent to the user.note
Users who are already members of other sites in Collaborate do not need to click on the link in the email to access the site. They can log in to Collaborate, go to the Dashboard and click on the site from the list of available sites.
Setting a site user's email alerts
To set the email alerts for a specific user or for all site users, navigate to
Admin
> User management
> Email alerts
:
The
Email alerts
screen opens:
You can select
Default
alerts for all new site users, and also select the Frequency
for individual users. Select Save
to save your changes.