Users
- Lisa Barnett
- Justin Mwakule
- Support Desk
Table of Contents
Overview
What is a Site Administrator?
Site Administrators - are the super users on your site. They have access to both the front end (what staff see) and the administration site. Site Administrators have access to everything, can create forms, portals, pages and page parts. Most users on the site will are restricted from accessing the site administration site. Non-administrators access everything from the front end.
What is a user?
Users are people who are granted access to your ShareVision site. Users are granted permissions based on the role they play.
Adding new users
Users can be add users from the Users link found in Sites Administration under Site Users and Security or alternately, the same page can be accessed from the Administration Portal in the Quick Start.
Users are automatically assigned to the Staff role and are set as active when they are added to the site.
Number of allowed users
The number of active allowed users is dependent upon the ShareVision subscription.
Simply 10 - 10 users
Simply 25 - 25 users
Simply 50 - 50 users
Plenty 100 - 100 users
Plenty 250 - 250 users
Plenty 500 - 500 users
When you meet the maximum number of allowed users a message is displayed and the create new user button is not available.
Visit the Pricing page on our website to learn more about the subscription options.
Roles and Users
Users can be grouped into roles which can be applied to services, portals or pages to control who has access to specific areas or granted permission to perform specific duties, like creating new users or adding clients, programs or contacts.
Who can Create New Users?
ShareVision administrator role has permission to create and manage users. The Managers role also has permission to create and manage users, but can only perform that action if granted access to the Administration Portal.
Permission (access) to the Administration portal can be adjusted to suit your requirements. Manager role permissions can be adjusted to suit your requirements. We recommend that you get somewhat familiar with roles and permissions before you start making changes to permissions.
All users must be Active and in the Staff role to access ShareVision.
Requirements/Dependencies
Login with Site Administrator permissions.
If Managers role is granted access to the Administration portal, then login with Manager permissions will also grant access to create new user from the Administration portal.
Instructions
Before you start you need to know which option is going to work for you. Are you adding users now and want them to log in at a later date? Or do you want them to be able to log in today? Do you want the system to set a random password or do you want to type in a password of your choice. Do you want the system to force them to change the password on their first login.
After you enter the basic user information into the create new user form, you get to decide about the password, change password on first login and send confirmation email. 4 different options are presented below. Consider the one that works best for you at this moment.
It may be a good idea to only add management staff while you are setting up ShareVision. Add the frontline staff when the site is ready.
Steps to create a new user
Login with Site Administrator permissions, or if applicable Manager permissions.
Click on the portal named Administration.
From the Quick Start, click on Manage Users.
The list of Users will be displayed. Active users are listed first, followed by inactive users.
The Create new user button is found in the top right corner. It will be available to click if the maximum number of allowed users has not been reached. If is is not available, an active user must be set to inactive before you can add a new user. Click Create new user.
First Name
Type in the first name of the user. A middle name or initial can also be entered.Surname
Type in the last name of the user.Email address
Email address is required must be unique for each user. An email will be sent to the user if "Send Activation Email" is opted for below. Email addresses are also used by the notifications application.Phone number
Phone numbers are not required. If SMS notifications is enabled, users will need a phone number entered in this record.User name
Usernames must be unique for each user. Example user names: jdoe, j.doe, jane.doe, janedoe, jane0034The first 3 choices below need to be considered based on when you want a new user to access ShareVision. Active must be set to yes. Lockout enabled is optional (and can be changed later).
Set random password
This is ticked by default. The system will set a random password using the default password criteria. This feature can be used when creating new users or when a user forgets their password. If ticked, a random password will be set and will be emailed to the user by “Sending Activation Email” in step 14.
If un-ticked, it opens up the option to type in a password of your choice.Should change password on next login
Requires that the user update their password when they next login.Send Activation Email
Upon Save, the user will get an email that includes their login information sent to the email address entered.Active
Users must be set to active in order to access ShareVision. The number of allowed users is based on your ShareVision subscription. Do no change this setting when creating new users.Lockout enabled
A user will be locked for awhile after a certain number of failed login attempts. The number is managed in App Settings, Security - User Lock Out. If this is changed to No, the user can keep trying to login without any waiting period.
Note: The login screen has a "Forgot Password?" link.
Create new user options
Option 1 Accept the default options - user notified and can log in today
Accepting all the default options will result in the new user being sent an email that requires them to confirm the email address entered. Once confirmed, they will be sent another email with their login information. On first login they will be required to change their password.
Option 2 - User notified and can log in today with password of your choosing, user changes password on first login
Do not set random password (you type in the password) and keep all of the other settings will result in the new user being sent an email that requires them to confirm the email address entered. Once confirmed, they will be sent another email with their login information. On first login they will be required to change their password
Option 3 - User notified and can log in today with password of your choosing, not required to change password on first login
Do not set random password, or require password to be changed on first log in, keep "Send Activation Email" and the last 2 default settings. That will result in the new user being sent an email that requires them to confirm the email address entered. Once confirmed, they will be sent another email with their login information.
Option 4. Do not accept all the default options - user not notified.
If you want to get the users added now and have them login later, use this option. You can notify them when the site is ready for staff access. Do not set random password or send activation email. Keep all of the other settings. The user will not get any notification at this time. When you are ready, you can reset the passwords and send the activation email.
Change a user's password
Login with Site Administrator permissions, or if applicable Manager permissions.
Click on the portal named Administration.
From the Quick Start, click on Manage Users.
The list of Users will be displayed.
Click the Actions menu next to the users name
Select Edit
Tick Select a random password OR, if preferred, type in a password by un-ticking the Select a random password box.
Password
Type in a new password that meets your password criteria set in Application Settings - Security Password Complexity.
Password (repeat)
Re-enter the desired password.Should change password on next login
This is optional.Click Save
An email will be sent to the email found in the user record with the login information.
Users - Show Advanced Filters
Advanced Filters allows you to see users by:
Select Permissions
A selected role
Only locked users
To Access Users - Show Advanced Filters
Login with Site Administrator permissions, or if applicable Manager permissions.
Click on the portal named Administration.
From the Quick Start, click on Manage Users.
The list of Users will be displayed.
Users - By Selected Permissions
Click Show advanced filters
A section opens up with additional choices. Click Select Permissions.
Click the permission(s) of your choosing and then "Select".
The page will load the users that have all of the selected permissions.Click Select Permissions again to refine the current selection.
Click Clear to start over.
Note: Choosing a single permission will ensure that all users with that specific permission are displayed.
Users - By a Selected Role
Click Show advanced filters
A section opens up with additional choices. Click select a role to filter by and choose a role.
The page will load the users that are in the selected role.
Optionally you can choose to filter by Active or Inactive Users.Click Clear to start over.
Users - By Only Locked Users
Click Show advanced filters
A section opens up with additional choices. Tick the box beside Only locked users and then Search or Refresh.
The page will load with any users that are currently locked out.Click Actions, unlock this user. The user will then be unlocked.
Click Clear to start over.
Unlock a User
Users can get locked out for a period of time if they enter the wrong password too many times. The log in screen has an option to help users reset their own password. As long a they have access to the email address associated with their account and are set as Active, they can reset their own password and solve the issue themselves.
Site Administrators can also unlock a user.
Login with Site Administrator permissions, or if applicable Manager permissions.
Click on the portal named Administration.
From the Quick Start, click on Manage Users.
The list of Users will be displayed.
Find the user that has been locked out. Click on the Actions menu. If the user is locked out, the “Unlock” option will be visible.
Click Unlock
Login as this user
Login as this user is a feature available to Site Administrators. It can be granted to other roles by updating the permission level to include "Login for users" listed under Users. Review the Roles Knowledge Base article Edit Role - Permissions.
Login for users is a great trouble-shooting tool. It allows you to test the permissions of any user. This is useful to ensure that they have proper access to services, clients and forms, and to test issues that are reported to you by the user.
Caution must be taken in granting this permission to roles. When logged in as another user, it is possible to add and edit records that will be recorded as being added or edited by the user you are logged in as. Access to this feature should be limited.
Login with Site Administrator permissions, or if applicable Manager permissions.
Click on the portal named Administration.
From the Quick Start, click on Manage Users.
Click on the Actions Menu to the left of the user you want to login as and then click Login as this user.
Your are now logged in as the user. You'll see that name in the top right corner of the page.
Review the site as that user. When done click on the user name (top right corner) and then click "Back to my account"
You are now returned to ShareVision with your login.
User Profile
Users can change their password, add or edit a profile picture or update their information from the user profile link.
Log on to ShareVision.
In the upper right corner of the page, click on your name.
Change Password
Click change password
Type in current password
Type in new password
Type in new password again
Save
Change Profile Picture - Gravatar
Chick change profile picture
If applicable, click choose Gravatar profile picture. Picture associated with user's email address will be used.
Save
Change Profile Picture - Choose a File
Click Browse to choose a file.
Save
My Settings
Click My Settings
Adjust fields that need updating; possible fields are First Name, Surname, Email address, Timezone.
Save
Timezone defaults to the one set up by the administrator in Applicaton Settings. If changed here, all dates and times for this user will be in the selected timezone.
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