Add users and groups
The
User management
section of the Admin
module includes all user and group-related functions.User groups should always be created before adding users, as users may then be assigned pre-defined permissions as they are created. System groups may be used for admin roles available across all sites on your instance.
Open the
Admin
module, then select Users
under User management
:
List of Users
The
Users
screen lists all site users, grouped by organisation (shown alphabetically); users in an organisation are listed alphabetically (by first name). Up to 100 users are displayed at a time.
The following information is displayed for each user:
- Avatar- If the user has uploaded an avatar, that is displayed, otherwise the generic avatar is shown
- User name- The user's full name, including an indication as to whether the user is a Site Administrator or not, their email address and any groups that they belong to
- Invitation- The date the most recent invitation was sent to the user, if an invitation has been sent
- Last login- The most recent date the user logged in to the site, if ever
note
This is not the date the user last accessed the Collaborate platform, only the date the user accessed any page of the site. (This does not include include a user opening a site file from a link in an email, if no authentication is required to open the file)
When group-based permissions have been configured for a site and a user has not been added to at least one security group, that specific user will be displayed with a
Not in group
tag next to their details:
This warns the Site administrator that a user might not have access to content until they are added to a group.
An Administrator can engage in two broad categories of actions:
- Add new users to the site
Adding new users
To add a new user, navigate to
Admin
> User management
> Users
:To add a new user, select
Add
:
The
Add users
screen opens:
Enter the email address(es) in the
Email address
field and press enter:
Do this for all the users you want to add, and then select
Next
.The following screen is displayed:
Here, you can change the display name for each user, and if you want to, you can remove users by clicking
the red x
next to their email address.Additionally, if the email address you are using for the user is new to the site, System administrators have the option to make that address an
exception domain
:
If you decide to
change the email address
, you can now search for existing organisation names within the field above.Make any required changes and select
Next
. The following screen is displayed:
From here, you can add your newly created users to groups by clicking
Add to groups
:
Select from the list of existing
Site groups
or Admin groups
. Alternatively, you can create a new site group by clicking New site group
. Once you have selected all the groups you want the user(s) to be added to, select Add
:
The
Groups
field is populated with the groups you selected.Select
Add
to add this user.The following screen opens:
Send an invitation
Click
Send invitation
to invite the newly created user(s) to the site, if required.The
Send invitation
screen opens:
Enter a
message
if needed and select Send
to send the invitation to the new user(s).note
The user will be associated with an organisation created based on their email address. So in our example above, the test user is part of the test email organisation.
Editing user details
Click the user's name in the user list to open the
User details
window.
Hover over the name or email address and click the edit icon to change this information.
note
Only a System administrator or System user admin may edit user details.
When a user is created, a
user profile
is also created. Select View Profile
to see information about each user, including an avatar and contact information. Most sections of the user profile are available for other users to see.note
Only a System administrator or the owner of the profile can edit a profile.