Getting Started with Users
Follow these quick steps to get started with the Users extension:
- Section 1: Creating Groups
- Section 2: Assigning Roles
- Section 3: Adding and Inviting Users
- Section 4: Accepting Invitations
Section 1: Creating Groups
Within the Users extension is the ability to define user groups. A group is a shared identity and is a collection of different users. A group will typically have at least one role defined/assigned, of which all users within that group will inherit said role(s). In addition to the common group role, a user will still have the ability to be assigned additional specific roles.
User groups are typically created and defined to separate users with different responsibilities. Organizations may differ greatly with respect to the way they choose to organize their users. Some may choose to have only one or two main groups defined, while others may choose to separate their users out into many several groups based on their exact duties or job titles – each with different roles and levels of accessibility.
Note
Each user may only be assigned to one user group.
Select the network the new user group is to be created in, and click the ‘Add user group’ button in the Groups section.
In the ‘Create a new group’ page, enter in the Name and Description of the group.
In the Roles section, check the desired roles that will be inherited by users within this user group. Multiple roles may be selected for the group. Click Save to create the user group.
Back in the Users landing page, the newly created user group is visible when the network it belongs to is selected.
Section 2: Assigning Roles
There are several predefined system roles that provide different permission levels based on common workflows in Appspace such as managing applications, content administration, and network administration.
Note
For a comprehensive guide on the roles along with their extension accessibility, please refer to the Group and User Roles article.
As previously described, all roles that are assigned to a particular group will be applied to every user within that group. The group roles are defined during the group creation process (see Section 1 – Step 3 above).
Navigate to the user group the user is in, and check the checkbox next to the user’s email. Click the ‘Assign user’ icon in the toolbar.
In the Assign Role(s) window, check the checkboxes of the roles to assign to the user. Multiple roles may be selected for the user. Click Save to apply changes.
Back in the Users landing page, the newly added roles are reflected in the user’s account.
Section 3: Adding and Inviting Users
Every individual user who logs into an Appspace server (on-premise or Cloud) is defined by their own set of login credentials, profile information (name, phone number, e-mail address), and is subject to the roles inherited from the user group. In Appspace Cloud, the workflow of adding users to groups within your network begins with the invitation workflow of selecting the proper group and sending out the invite via e-mail.
Select a network from the network tree which contains the user group the new user would be added to. Click the ‘Invite users’ icon in the toolbar.
In the Invite users window, enter in the email of the new user, and select the desired user group for the user.
Note
If the desired group is not available in the drop-down, it may be due to a wrong network or sub-network selected initially. Return to the network tree and select the correct network, or sub-network.
Assign a role for the user. Additional roles can be added to the user here. Roles that have been automatically added to the user are those inherited based on the user group selected. Click Send to send out the invitation.
Note
Multiple users can be added by repeating the process using the additional rows to send out multiple invitations at the same time.
Back to the Users landing page, click the user group to view the user invites that were sent. The status of users whom have been invited, but have not activated their accounts are displayed as ‘Pending’.
Optional: Resending Invitations
Should there be a need, administrators have the ability to resend invitations from the user listing section. Select the user(s) to resend the e-mail invitations to. Click the Resend Invitations button from the toolbar to continue.
Navigate to the user group the user is in, and check the checkbox next to the user’s email. Click the “Resend invitations” icon in the toolbar.
When prompted, click Send to confirm.
Section 4: Accepting Invitations
Once the invitations are sent out, the user(s) invited will receive an Invitation e-mail from Appspace.
Once you have received an Appspace invitation email, click ‘here’ in the email to accept the invitation.
Enter in your Name, Country, and Password. Check the ‘I have read and agree to the entire Customer Agreement’ checkbox, and click SUBMIT.
Your Appspace account is now activated, and you may proceed to log in to Appspace, or take the Appspace tour.
Recap
You should now be familiar with the Users extension and be able to:
- Create user groups.
- Understand the various available roles.
- Assign roles to users and groups.
- Invite users to groups.
- Accept group invitations.