Version Notice: This article covers features in our r9/IS Pro platform. If you're looking for information on this topic related to r8, see User accounts administration.
The Admin group is divided into three administrative applets — System Users, Roles, and Groups. The System Users applet is where you can view, add, edit, delete, and impersonate 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 System Users applet, as well as the Roles applet, is accessible by those with a system role of Standard Users+ (Standard Users and those with greater privileges). Standard Users can only view other users within their organization/domain, while Survey Creators+ can view users from all organizations.
Tip! We recommend reading the essentials on users and security first. See the quick guide to user security.
Overview
To access the System Users applet, expand the Admin group in the System Navigation menu, and select System Users.
The System Users applet displays a table to browse users 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. The menu bar above the table includes Impersonate User, Delete, View, Refresh, and New User buttons. Double click on any user account within the table to view the user's account details.
System Users table
The table contains the following columns:
| Column | Description |
|---|---|
|
Email Address |
The user's email address. This address is used to communicate system notifications as they occur and is what is used when resetting their user password. |
| First name |
The user's first name. This is something that is not set at the time of account creation and relies on the user setting this personal information. A minimum of one character is needed to proceed; no special characters allowed. |
| Last name |
The user's last name. This is something that is not set at the time of account creation and relies on the user setting this personal information. A minimum of one character is needed to proceed; no special characters allowed. |
| System Role |
The assigned system role. A user's system role determines their level of permissions across the IntelliSurvey platform — that is, not tied to a specific survey — and determines the types of features they have 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 log in to an IntelliSurvey server. |
| Status |
Indicates whether the user has completed the account registration process.
|
Users can be filtered by typing in the search field immediately above the table. This search field returns a match from the Email Address, First name, Last name, and System Role columns. 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.
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. Columns can also be dragged and dropped into any desired order.
Creating a new user
To create a new user, click the New User button towards the upper-right portion of the screen.
In the Create User screen, enter the email address and select a system role for the new user. The user's full first and last names are not required, but their first and last initials are required to add them to the system. No special characters are allowed in the First and Last Name fields. Next, click the Create button to create the user account. 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 for that user. This opens a new screen where you can view a particular user's account details, the user groups they are a member of, and all the surveys they have access to, with their assigned survey role for each one. Note, Superusers and System Administrators will display an asterisk indicating they have access to all surveys.
Tip! Note, users can access their own account settings by clicking on the User Profile icon in the upper-right corner of the screen.
Editing a user account
A user can edit another user's account details and password if they have a higher role and greater permissions than the user account being modified. For example, a Superuser can change the password for a Standard User, but a Superuser cannot change the password of a fellow Superuser.
Clicking the Change Details button will allow any of the fields on the screen to be changed. If you are editing your own account details, you will also have the ability to edit your timezone. Once you have finished editing the necessary fields, click Save Changes. A green confirmation message will appear.
Clicking the Change Password button will open a modal where the password can be changed for that user. To read more on resetting a password, click here.
Once finished, you can safely navigate to another applet via the System Navigation menu, or click Browse Users to return to the system users table.
Resending an account invitation
Sometimes a user does not activate their account within the defined time frame. To resend an account invitation, first find the user in the system users table. Then, click the orange question mark icon in the Status column.
Depending on the user role and level of permissions, 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 log in 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 system users table. Then, click on the red lock icon in the Status column.
Depending on the user role and level of permissions, 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 unlock accounts. For more information, see Survey roles and rights.
Deleting a user
Individual users can be deleted if need be. First, navigate to the system users table and select the user account that needs deleting. When the user row is highlighted, click Delete.
Note, the Delete button is also visible when you are viewing a user's account details.
A confirmation message will appear. Clicking Yes will permanently delete the user. Clicking No will close the modal.
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. First, select the user's row in the system users table, and then click on the Impersonate User button in the top-left of the action toolbar. You can also go to the user's account details page and click on the Impersonate User button there.
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.
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.
The new browser tab 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 the system.
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