4.1. Managing Users
Users are individuals who can login to the administrative section of your directory. Depending on how they are set up, not all users will have access to all the administrative features. If you have a regional system, some users may have different access rights for different regions.
To edit user details select the Settings menu option, then select Edit Users from the sub-menu to open the Edit Users page.
- 4.4.1. Searching for Users
- 4.4.2. Editing an Existing User
- 4.4.3. Adding a New User
- 4.4.4. Deleting a User
- 4.4.5. Using the Permissions Matrix to Manage User Profiles
4.4.1. Searching for Users
The Edit Users page provides a search where you can find any of the users for your directory. You can search for a specific user, or find users by what they are able to do in the directory.
- Name: This option allows you to search for a specific user by their name.
- Region: If you have a regional system you can search for users according to which region they belong to.
- Permission: This option allows you to search for users according to which permissions they have. See Editing an Existing User below for more information about the different permissions.
Tip: If you have a regional system the Region and Permission search options work together, so if you have selected both a region and a permission the search will return users that have the selected permission for the selected region only.
For example, if Hannah Jones is an Administrator for Region 1, and just has permission to create a PDF Directory for Region 2:
- If you search for 'Administrator' only she will be returned as she is an Administrator in Region 1
- If you search for 'Region 2' only she will be returned as she has a permission in Region 2.
- If you search for 'Region 2' and 'Administrator' she will not be returned as she is not an Administrator for Region 2.
Click search to return the user or users matching the criteria you have entered.
To open a user record and edit their details, click on their name.
The user's email address (username) and password are shown. If a user needs reminding of their password, click send to send them an email reminder. You can edit the content of this email in the Automatic Mails section.
4.4.2. Editing an Existing User
Find the user you want to edit in the User Search and click on their name to open the User Record. The user record is divided into two sections which are described below.
Standard Fields
This section includes the user's name, email address and password. The email address is used to identify the user when they login and so must be unique. If you enter an email address that is in use by another user you will not be able to save the page.
If you want to stop a user logging in, without having to delete their record completely, untick the Can Login? checkbox.
Some users will receive email notifications when they have tasks to do, for example users with permission to approve new companies will receive a notification when a new company has registered. If you do not want this user to receive these notifications then tick the Suppress Notifications? checkbox.
Permissions
In this section you can decide what the user has access to when they login. If you have a regional system you will be able to set user permissions separately for all the regions you are an administrator of. Users that do not have any permissions for a region will be able to view but not edit company and contact details.
Tip: For an overview of the permissions given to all users open the Permissions Matrix by clicking on Click here to view the Permissions Matrix where you can edit permissions for all users.
- Administrator: Administrators have the 'Settings' option on their where they can manage Users, Automatic Mails and Custom Fields. They will also be given all the other permissions. Note that there is no regional element to Custom Fields, if you make a user an administrator for one region they will be able to edit custom fields for the entire directory.
- Add/edit/delete data: This permission gives the user access to all the menu items under the Manage Directory menu, so they can search for Directory Members and update their records, add new Directory Members and approve new registrations and member updates. They won't have access to any of the search results actions (Download CSV, Create PDF or Send Mails) unless they are specifically given those permissions as well.
- Download CSV, Download PDF, Send email shots/mail shots: These permissions give the user access to the Directory Search where the relevant action or actions will be available on their search results. They can open a Company Record and view the overview tab, but they cannot edit any of the Company or Contact details unless they also have permission to 'add/edit/delete data'.
You must enter something for all the mandatory fields (marked with an asterisk) before you can save the page.
4.4.3. Adding a New User
Click the add new user button on the edit users page to open a blank User Record that you can fill in with the new user's details. See Editing an Existing User for a description of the fields on the user record.
When you first save a new User Record, a welcome email will be sent to the user. This email would normally be used to notify them of their login details and permissions. You can edit the content of this email in the Automatic Mails section.
4.4.4. Deleting a User
You can delete a user from either the results of a User Search, or from the User Record. Please be sure before deleting a user as you cannot undo this action.
4.4.5. Using the Permissions Matrix to Manage User Profiles
The Permissions Matrix gives you an overview of all the user permissions. You can open the Permissions Matrix from the Edit Users page or from an individual User Record.
All the users of the system will be listed (or all the users for regions you are administrator of). After each user all the permissions are listed, each with a checkbox to indicate whether or not the user has that permission. If you have a regional system the regions will be listed along the top, and a permission checkbox will be available for each region.
The permissions are described in more detail in the Editing Users section above.
You can filter the matrix using the drop down lists at the top of the page to show just one permission or just one region.
If you make any changes to the user permission on this page click save and go back to save them.