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Overview

User management is the process by which you set up users, roles and permissions within the system. Permissions to perform various activities within the system are authorized within roles. Someone with an "administrator" role would be authorized to add users to the system. Whereas someone with a role of "advisor" may only be authorized to view only student information and to log activities.

 Table of Contents

Add a User

What is it?

Add user is a process by which you set up users within the system and assign roles to them.

Here's how it works:

  1. Login as an administrator (or in another role which has the appropriate permissions to add a user).

  2. Click on the Administration bar on lower left corner of the page

  3. Click on the word "Users" in the lower left corner of the page.

  4. This will take you to the user setup page. Click on the Add User button to create a new user.

  5. This will take you to add setup page. Enter the general required information: First Name, Last Name, Username, Email and Password). You can choose to make the user Active by selecting the Account is active Checkbox.

    1. The "Active" box must be checked in order for the user to access the system. Un-checking the "Active" box retains the user setup but disables their permission to access the system.

    2. The user must enter a password when creating a new user record. The Password check box forces the user to set their own password when they first log in. 

      • The password must be at least 8 characters and contain at least 3 of 4 of the following: upper case (A-Z), lower case (a-z), number (0-9) and special character (e.g. !@#$%^&*). Existing user accounts are not impacted by this change until they reset their password.  Otherwise, all new user accounts created after the upgrade to 4.8.0.0 must adhere to these password complexity requirements.

    3. When creating user names, it is recommended that you use the person's SIS user name as the user name so it will be displayed across the systems so that is easy to identify who the user is.

    4. Selects the 'Authentication Type'

      1. Selects the 'Single Sign On': 'Password must be reset on next login' box should be not editable and unchecked.

      2. Selects the 'Username / Password': 'Password must be reset on next login' box should be not editable and checked.

  6. Click on Save to complete the process.

  7. To assign a role to a user, click on Roles on the left-hand tool bar.

  8. Select the Role Name, then click the Users tab and click Edit.

  9. Select the Available Users you want and click Add. To remove a user, in the Selected Users panel click Remove. Save once all appropriate users have been selected.


Edit a User

What is it?

Edit user is the process by which you change a user's roles within the system.

Here's how it works:

  1. Login and then click on the Administration bar on lower left corner of the page.

  2. Click on the word "Users" in the lower left corner of the page.

  3. Click on the user's name for the user that you wish to edit and then click on the edit button.

  4. This will bring up the edit user page. Enter the changes that you wish to make and click on "Save" button. The "Active" box must be checked in order for the user to access the system. Un-checking the "Active" box retains the user setup but disables their permission to access the system. This feature is useful for controlling access for staff on temporary leave.

    1. if 'Authentication Type' = 'Single Sign On' then 'Password must be reset on next login' box should be not editable and unchecked.

    2. if 'Authentication Type' = 'Username / Password' then 'Password must be reset on next login' box should be editable.

The roles tab shows the roles associated with the user. If there are no roles associated with the user, the user cannot access the system. Use roles setup to add the user to various roles.

Reset a User Password

What is it?

Reset password is the process by which you reset the user's password in the system.

  • The password must be at least 8 characters and contain at least 3 of 4 of the following: upper case (A-Z), lower case (a-z), number (0-9) and special character (e.g. !@#$%^&*).

Here's how it works:

  1. Follow steps 1 through 4 from "Edit a User" above.

  2. Press the reset password button.

Delete a User

What is it?

Delete user is the process by which you remove users from the system.
Note: Once the user is associated with activity within the system, they should not be deleted. Instead, they should be deactivated by unchecking the Active checkbox.

Here's how it works:

  1. Follow steps 1 through 4 above.

  2. Click on the delete icon for the user, you want to delete. This will ask the user to confirm. Click Ok.



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