This article will explain the step-by-step process on how to create a new user account individually, or a list of users at once with the import functionality in the Users & Groups in the user management of the portal. 


Table of contents:

General

In the main menu, go to Management tab (1) and click on the sub tab Users & Groups (2). This opens your user list and there are few more tabs in the overview screen of the Users & groups.



  • User list
  • Groups
  • Roles
  • Characteristics Forms
  • Support Users


User List:

The User List is a list of all people that make use of your portal. This list gives you a fast and pointed overview of the status, roles, and access of all users. This is also the screen where you can add new users to your portal, delete users or update the roles of an existing user.


Groups:

Users can be divided into groups. This way, each user only has access to the information that is useful to his/her area of expertise, location, or department.

Every group can be divided into subgroups and is maintained by a group manager. The group structure is also relevant for communication within this system. Users can only communicate within groups or subgroups that they are a part of. 


Roles:

The Roles tab offers you the ability to define different levels of authorization or even create your own custom roles within your portal. A standard set of roles has been provided for you. These are sorted alphabetically. All custom roles will be placed underneath this set. 


Characteristics Forms:

Characteristics Form will enable you to add background information about your organizational structure (e.g. Region, Department, Country, etc.) to your Groups. So when a questionnaire is filled out about Location A, our software will add all the relevant background information to your results. The categories you add to your characteristics form will later determine the filter options in your dashboard and reporting.


Support Users:

In this tab, a list is shown as the support users that have access to your portal. A support user is an employee from the CYS support department that is helping you out with the question or issue you submitted. Because they are not part of the regular users within your portal, they are shown in a separate tab.


Overview (New user)

At the top right corner of the overview screen of User & Groups you will see the following buttons.

  • Add user
  • Import
  • Export all
  • Action



Add user:

Click on the button Add user, a screen pops up and you will be able to fill out the details of the new user. Make sure to fill out all required fields, such as user type, first name and email. 



Please note that an email address can only be added once to your user list and therefore must be unique.

Next, click Add to finalize the process.



Mandatory fields are marked using an asterisk.



Import:

In the top right you'll find the import button. You can now add all your employees at once by importing an excel file. Just make sure you have the necessary columns represented in the designated Excel file you're going to upload: User type, e-mail address, first name, last name, and gender. If you would like an example as to how to set up this excel file, simply make an export file of the existing users, and replace the current data with the new data. When you have your datafile saved to your computer, click import and either drag the file to the designated area or click the bar and select the correct file to start the import.


Export all:

You can make use of the export function in the User & Groups. You can now create an overview of all your employees immediately by exporting them into an excel file.

All you must do is click Export all and you will receive a download with all the basic user data that has been entered into your portal. Yes, it is that simple! The excel file will contain separate columns to organize the users by type, email address, first name and if entered Last name and gender. You can use this export to quickly scan the user data and process it in excel.


Action:

The new user is now added to the user list, which is by default presented in alphabetical order. The status of the new user account is marked as 'Pending', since the account first needs to be activated. Therefore, you need to send the user an activation email.

First, select the account by checking the box in front of his name. You can select multiple users at once or click the box at the top to select all users in the user list. Next click the Action button to open a dropdown menu. Click the third option to send the user(s) an “activation email”.

If you want to send a reset password email to a user account, then click on the second option “Reset password” and the email will be sent. 

If you no longer want a user account to be part of the user list in the portal, then click on the option “Delete user” option which is the first option in the drop down.

If you want to send a notification email then you can send by entering the mandatory fields To*, Subject*,and Description of your notification, then click on the option “Send notification” and the notification will be send to that user account selected. 


Status of new user

The new user is now added to the user list, which is by default presented in alphabetical order. The status of the new user account is marked as 'Pending', since the account first needs to be activated. Therefore, you need to send the user an activation email.




Sending activation email

First, select the account by checking the box in front of the name. You can select multiple users at once by clicking the box at the top to select all users in the user list. 



Next click the Action button to open a dropdown menu. Click the third option to send the user(s) an activation email.



You will be asked to verify your action first as a safety to prevent unintended emails. Confirm to send.



User end

The new user account will now receive an email that will guide them through the activation process. As soon as they have completed the activation process, they immediately have access to the portal and the status in the user list will be updated to 'Active' and you will be able to see a date/time stamp of their last login.


The email address should meet the standard “name@domain.extension” or if the email address is already registered, a red mark will appear behind. Make sure the email address is valid (and bears a green mark) to be able to create a new user.