Last updated on June 08, 2017

Managing new users and user roles

This article provides the instructions to add additional users to your Appspace instance via email invitation in the Users extension. This workflow covers the basics of creating and sending an invitation to the user to begin creating their account.

Important

To assign Network Administrator or Content Administrator roles, please go to Admin > Networks instead, as the permissions for these roles are added directly to a network. Please refer to the Create a Network section.

Prerequisites

You must be one of the following users:

  • Portal Administrator
  • Account Administrator
  • Network Administrator
  • Account Owner
  • For On-Premise deployments, when using AD/LDAP Authentication, email addresses must be created in Active Directory prior to creating user invitations in Appspace.

Important

Appspace servers must have active connectivity to the SMTP server to be able to add new users, or send e-mail notifications.

Create and Send User Invitations

A user must be invited into Appspace by a system administrator. To send user invitations, follow the instructions below:

  1. In Users, select a network or sub-network and click the ‘Invite users’ button.


  2. In the ‘Invite users’ window, enter in the email of the new user.

  3. Type in the desired user group name (a selector will appear as you type). You may choose not to assign the user group(s) now.


    Note

    You can invite multiple users. Repeat Steps 2 and 3 above.

  4. Click Send.

  5. Back in the Users dashboard, click the user group to view the user invites that were sent. The status of the invited users will indicate ‘Pending’.

  6. The system will send an invitation email to the user(s).


Edit and Configure a User Role

Once a user has accepted the user invitation via email, configure the role as follows:

  1. In Users, select a network, and click the desired user’s name link.


  2. In the Edit user page, update the user’s personal details such as first name, last name, and email address.


  3. Select the required user roles.

  4. Add user groups in the Group Membership field. You can then view the inherited group roles below.

    Note

    • You can add one user to multiple user groups.
    • If you selected user groups during user invitation, those groups will be listed here as well.

  5. Additionally you may choose to suspend or delete the user. Click the ‘Suspend user’ or ‘Delete user’ links respectively, and follow the confirmation prompts to proceed.


  6. Click Save.


Reactivate User

To reactivate a suspended user, follow the instructions below:

  1. In Users, select a network, and click the desired user’s name link.

  2. In the Edit user page, click the ‘Reactivate user’ link.


  3. When prompted, click OK. The user’s status icon changes to Active to confirm a successful reactivation.


Resend Invitations

Administrators have the ability to resend invitations, in case the user has not received or has accidentally deleted the invitation email.

  1. In Users, select a network, and click the desired user’s name link.

  2. In the Edit user page, click the ‘Resend Invitation’ link.


  3. Click Save.


Delete Users

To delete multiple users from a network, follow the instructions below:

  1. In Users, select a network, and check the desired user’s name link, click the ‘Delete Users’ button. Multiple users can be checked.


  2. When prompted, enter in your Appspace account password, and click OK to confirm.

    Warning

    Review and ensure layouts, widgets, signs, and content will not be affected when deleting the user account from the system, as deletions are permanent.