Managing Users

You can access the Users & Groups page on the left-hand side menu.

This is what the Users & Groups page looks like.

1. User Filters

These will filter the results in the table when selected.  You can filter by Inactive Users, User Status, User Type and search for users in the search box.

Hit the Reset Filters button to clear all active filters and refresh the results in the table.

2. User Groups

Select this to filter the tables results by the User Group that users are assigned to. 

You can Create a new group by hitting the + button or edit an existing group by hovering over the Group Icon and clicking the settings cog.  This will bring up the Group Settings dialog where you can Delete the group, change its Name and External ID and add or remove users to and from the group.

3. Add New User

Hit the Add New button to add a new user.

Select the type of user you would like to add:

• Standard - Best for light to medium usage. Can capture up to 1,500 Form entries per month. No Tasks or Docs access.
• Premium - Unlocks all platform features including Task and Docs, with unlimited monthly Form entries.
   

Fill out the user's details such as email address (this is where the invite will be sent to), First and Last names.  Select the "User Can Access Website" option if you want the user to have access to the web portal.  Leave this unchecked if the user is only intended to use the mobile app.

If "User Can Access Website" is selected then specify what permissions he/she may have and grant access to the areas he/she is allowed to access.

• Vendor Admin - Vendor level super administrator.
  Access to all Vendor features (requires Vendor subscription).
  Can create new client accounts and can switch context into client accounts at will.
• Enterprise Admin - Top level account administrator
  Access to platform setup, billing and environment areas.
  Can manage environments (if using Enterprise Toolkit), and can view passwords in Connections page.
• Administrator - Organization administrator
  Can add, edit & delete content in an organization account.
  Access to organization setup areas such as users and groups.
  No access to platform setup, billing or environment areas.
• Read/Write User - User with editing capabilities
  Can add/edit/delete content in the platform.
  Can view, import & export data in relevant areas.
  No access to organization or platform setup areas.
• Read-Only User - Limited user with read-only access
  View-only access to content in the platform.
  Limited ability to export data from the platform.
  No access to organization or platform setup areas.

Next, select the menu areas that the user can have access to. (Data Entries, Tasks, App Builder etc)

Then, fill out the Users Regional Settings and add additional information about this user by specifying key/value pairs with User Metadata. These values can be accessed across the platform by using the USERMETA('key') formula function.

You can also assign the User to Folders and User Groups.

Finally hit Create User.

4. Manage Users

This allows you to bulk manage selected user rows in the results table.  Simply check the users you want to manage and hit the Manage button.  Here you can Reset their passwords, Delete them or Deactivate them.

5. Import & Export Users

Importing users Requires an Excel (.XLSX) or Comma Separated Values (.CSV) file which MUST be in the required format.  You can download an example format using the link in the Import dialog.  You have the option of checking the "Send email invites to imported users" or leaving that unchecked if you wish to silently create the imported users.

6. Editing a User

You will see a Send Invite button if the user is not yet activated.
The Send Invite button lets you resend the invitation email to the user’s email address.
The Delete button lets you delete the user, which will also remove their access to content on the mobile app.

Once a User logs in for the first time their status changes to Active, and the Delete button is joined by a Deactivate button.
Clicking the Deactivate button will change the User’s status to Inactive.  This status means that all Screens, Docs and Tasks will be removed from the User’s installations of the mobile app.

Inactive Users can be reactivated using the Reactivate button (which only shows when a User has an Inactive status).