The Users administration applet is used to view, add, edit, and delete user accounts in the IntelliSurvey platform. User accounts are intended for anyone accessing the IntelliSurvey platform, whether it be for reporting, advanced survey testing, survey management, or systems management.
The Users administration applet as well as the Roles administration applet is accessible by Standard Users+ (Standard Users and those with greater privileges). Standard Users can only view other users within their organization/domain. Survey Creators+ can view users from all organizations, and they can impersonate those with lesser privileges.
Tip! Read the essentials on users and security first. See the quick guide to user security.
Overview
To access the Users administration applet, expand the Administration button group in the System Navigation menu, and select the Users button.
This launches the Users administration applet, which defaults to the Browse Users grid and lists all user accounts within the platform. Depending on your system role, you may be limited to only viewing other users within your organization.
There is a blue menu bar across the top, which includes the Actions menu and the View and Refresh buttons. Note, click on any user account within the grid to activate the View button. Users can be filtered by typing in the search field immediately below the menu bar. This search field returns a match from any of the columns in the grid.
Browse Users grid
The Browse Users grid displays the Email Address, First name, Last name, System Role, Last Login Date, Auth Provider, and Status of every registered user account. The grid contains the following columns:
Column | Description |
---|---|
Email Address |
The user's email address (also the username). This address is used to communicate system notifications as they occur and is what is used when resetting their user passphrase. |
First name |
The first name of the user. This is something that is set by editing the user account's settings. Typically this would not be set at time of account creation and relies on the user setting this personal information. |
Last name |
The last name of the user. This is something that is set by editing the user account's settings. Typically this would not be set at time of account creation and relies on the user setting this personal information. |
System Role |
The assigned system role. The system role determines the level across the IntelliSurvey platform - that is, not tied to a specific survey - and determines the types of features the user has access to. |
Last Login Date | The date and time stamp from the last time the user logged into the IntelliSurvey platform. |
Auth Provider |
The type of authorization required for login to IntelliSurvey servers. At this time, all users should have Local Passphrase listed, meaning they are required to provide a password each time they login to an IntelliSurvey server. |
Status |
Indicates whether the user has completed the account registration process.
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As in other places in the IntelliSurvey interface, data columns can be sorted by clicking the column header. Once clicked, the data will be reorganized by that column. When the data is sorted by a column, an arrow will appear in the column header. Clicking the arrow again will sort it in reverse order. Click on the expand arrow next to the column header to view additional sorting and filtering options.
Column width can also be adjusted. To adjust the column width, bring your cursor over the lines dividing the columns in the column headers. A width icon will appear. When it does, click and drag the column to resize it to the desired width.
Creating a new user
To create a new user, click the New button under the Actions menu.
This opens the Create User modal/pop-up and prompts the user to enter an Email Address and select a System Role from the dropdown menu.
Once each field has been completed, click the Create button to create the user account. By clicking the Create button, an email notification will be sent to the indicated email address so that the new user can finish setting up their account. To create additional user accounts, check the Create another checkbox prior to clicking the Create button. This will ensure that the form will reload for entering another new user's account details.
Viewing a user account
To view a user account, double click anywhere on the row in the Browse Users grid or select the checkbox next to the user and choose the View option under the Actions menu. This opens the View Users screen. Viewing a user account will display a particular user's account details, user groups, and survey permissions.
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The View Users screen includes the following tiles:
- Details: Displays the user's name, system role, contact information, and the type of authorization they are required to use to access the account.
- Groups: Displays any user groups the user is a member of.
- Survey Permissions: Displays all surveys they have access to and the survey role assigned for each one. Superusers and System Administrators will display a note indicating they have access to all surveys.
Note, users can access their own account settings by clicking on the "person" icon in the upper-right corner of the screen and clicking on Account.
Editing a user account
A user can edit another user's account details and passphrase if they have a higher role and greater privileges/permissions than the user account being modified. For example, a Superuser can change the passphrase for a Standard User, but a Superuser cannot change the passphrase of a fellow Superuser.
Clicking the Change Details button will allow any of the fields on the screen to be changed. Clicking the Change Passphrase button will open a modal where the passphrase can be changed for that user.
To return to the Browse Users view, click on the Browse button in the menu bar. Note, this button option appears only after the View button has been clicked.
Resending an account invitation
Sometimes a user does not activate their account within the defined time frame or simply cannot find the email invitation in their inbox. To resend an account invitation to a user, first find the user in the Browse Users grid.
Then, click the yellow question mark icon () in the Status column. Depending on the user role and level of permissions/privileges, one of two possible messages will appear. Whenever a user has higher permissions than the user being resent the email invitation, there is a choice to send a customized email message or to send the standard system email message. Whenever a user has lower or the same level of permissions than the user being resent the email invitation, the standard system message is sent.
Modal for a user with higher permissions than the one being sent the email:
Clicking System will send a standard automated email message. Clicking Manual opens the local email client and permits the user to customize the message. Clicking Cancel closes the modal.
Modal for a user with lower or same permissions than the one being sent the email:
Clicking Yes will send a standard automated email message. Clicking No closes the modal.
Note: Depending on user's role and permissions, they may not be able to re-invite a user.
Unlocking a user account
If a user attempts to login with an incorrect password five times, a message is displayed on screen which alerts the user that the account has been locked. The screen will provide the user with the opportunity to click on a "Forgot Passphrase" link to reset the password. However, it is also possible for users with a Superuser role (or greater) to unlock another user's account, circumventing the need for password reset. To do this, first find the user in the Browse Users grid.
Then, click on the red exclamation mark icon (
) in the Status column. Depending on the user role and level of permissions/privileges, one of two possible messages will appear. Whenever a user has higher permissions than the one being unlocked, there is a choice to send a customized email message or to send the standard system email message. Whenever a user has lower or the same level of permissions than the one being unlocked, the standard system message is sent.Modal for a user with higher permissions than the one being unlocked:
Clicking System will send a standard automated email message. Clicking Manual opens the local email client and permits the user to customize the message. Clicking Cancel closes the modal.
Modal for a user with lower or same permissions than the one being unlocked:
Clicking Unlock will send a standard automated email message. Clicking Cancel closes the modal.
Note: Only administrative users with Superuser or greater level of permissions can access this applet. For more information, see Survey roles and rights
Deleting a user
Individual users can be deleted if need be. First, navigate to the Browse Users grid and select the user account that needs deleting. This will activate the Delete option under the Actions menu. Note, if you are already in the View Users screen, the Delete option should be active. After selecting Delete, a confirmation message will appear. Click Yes to confirm deletion.
Multiple users can be deleted at once by clicking the checkbox next to their email addresses in the Browse Users grid.
Impersonating a user
Occasionally it may be necessary to impersonate another user for troubleshooting purposes (e.g., to verify whether a user having issues creating a report is related to a server error or user error). Users with system roles of Survey Creator, Team Leader, Superuser, or System Administrator can impersonate fellow users via the Actions menu's Impersonate User option. This can be accessed by viewing a user's details in the View Users screen, or by selecting a user from the Browse Views grid. A modal will appear, asking to confirm whether to open a new browser window and allow you to impersonate the user. Users should note that all actions done while impersonating another user will be logged.
Note: A user can impersonate other users so long as the user executing the impersonation has a higher role and greater privileges than the user being impersonated. For example, a Superuser can impersonate a Standard User, but cannot impersonate a fellow Superuser.
The new browser will appear with a red banner across the top as shown below. While using this mode, the impersonator will have the same roles and permissions on surveys the user they are impersonating does.
Any actions taken while impersonating that user will be logged in their Users Actions grid, with the impersonator's account/email listed and the actions taken. An icon of a red truck is also used to indicate the user was being impersonated.
User action history
Selecting the User Actions option from the Actions menu allows you to view the action history for a given user, a.k.a. the action log. A grid of all actions the selected user has performed on that server will be shown in reverse chronological order. You can page forwards or backwards to look at actions that user has performed or use the search field at the top of the screen to refine the search.
Note that the Appid column may be empty for a given action as the action might not pertain to a particular survey (for example, "User Log in").
To return to the Browse Users view, click on the Browse button in the menu bar.
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