Add/Send User Invitations & Manage Users/User Groups

The Users module in the Appspace console is the primary user account management center that allows administrators to send user invitations, manage users and user groups, and also assign user roles and permissions for navigating features in the console. Appspace 8.0 introduces a brand new user interface with a streamlined design, improved functionality, and updated workflows for a better user experience.

The new user interface also allows administrators to easily identify the status of the users, permissions granted, and user groups assigned to the user all in a glance. Another improvement administrators will welcome is that all user roles can now be assigned directly within the user profile or during the user invitation process. Refer to Browse and Navigate Users Module in Appspace 8.0 for more information.

This article provides the instructions to invite users, and create user groups, user group library, and a common library for users in your account:

Prerequisites

  • Portal Administrator, Account Owner, or Location Admin role in an on-prem or private cloud deployment.
  • Account Owner or Location Admin role in a cloud deployment.

Users

Invite Users

User accounts in the Appspace console are created by sending out an invitation to the user’s email address. Once the user accepts the invitation email, they can click the invitation link and follow the on-screen instructions to activate their user account.

Follow the instructions below to invite users:

  1. Log in to the Appspace console.
  2. Click Users in the ☰ Appspace menu, click the +ADD button, and select Invite User, or click the +QUICK ACTIONS button on the console toolbar and select Invite Users.
  3. In the Invite Users window, proceed to enter the user’s email address, and click ADD.

    Optionally, you may batch invite multiple users, by uploading a .xlxs spreadsheet containing multiple user email addresses.
    Ensure the .xlxs spreadsheet is imported using the following format, where the first column of the first row contains the “email” header, with email addresses in the rows below.
  4. Enter the User Group, select a Role from the drop-down menu, and also determine the Home Location for each user.
  5. Click the SEND INVITES button.
  6. A list of all invited users – those who have and have not accepted the user invitations will be listed on the dashboard.

Manage User Profiles

Once a user has accepted the user invite, Account Owners or Location Admins are able to edit the user details, assign user groups, assign user roles, and grant permissions in the Edit User Profile page.

Follow the instructions below to update a user profile:

  1. Log in to the Appspace console.
  2. Click Users in the ☰ Appspace menu.
  3. On the Users dashboard, click the name of the desired user to access the user profile.
  4. In the General tab, you may do the following:
    • Edit the Name (first, last)
    • Add a user image
    • Edit the Phone Number
    • Assign the user’s Home Location
    • Change the user Password
    • Delete or Suspend the user account
  5. In the Roles tab:
    • Click the + button to select and assign a role.
    • Assign a location to the role.
    • You will also be able to see roles that the user has inherited from the user groups he belongs to.
  6. In the Permissions tab, you can view the channels and channel groups the user has permissions to. A Publisher must separately assign/publish a channel or channel group to any user.

User Groups

User groups are created to easily manage users in terms of assigning locations, roles, or channel permissions. Each user group can enable a library allowing users assigned to the user group to upload and manage content.

Create User Group

Follow the instructions below to create a user group:

  1. Log in to the Appspace console.
  2. Click Users in the ☰ Appspace menu.
  3. On the Users dashboard, click the +ADD button, and select Create User Group.
  4. In the General tab, proceed to enter the Name and Description for the user group.
  5. Select the Location of the user group.
  6. Optionally, you may enable the user group library by clicking the Enable Library button. Once enabled, you may also Enable automatic content deletion, and configure the duration and content type to be deleted.
  7. In the Roles tab, click the + button and select a user role. Multiple user roles may be added.
  8. Click SAVE.

Edit User Group

Follow the instructions below to edit a user group:

  1. Log in to the Appspace console.
  2. Click Users in the ☰ Appspace menu.
  3. On the Users dashboard, click the desired user group ellipsis, and select Edit User Group.
  4. In the General tab, proceed to enter the Name and Description for the user group.
  5. Select the Location of the user group.
  6. Optionally, you may enable the user group library by clicking the Enable Library button. Once enabled, you may also Enable automatic content deletion:
    • Configure the duration of the content deletion, by selecting the duration in days from the drop-down menu.
    • Configure the type of content to be deleted, whether it would be All content or Unallocated content only.
  7. In the Roles tab, click the + button and select a user role. Multiple user roles may be added. All users in this user group will inherit this role.
  8. In the Permissions tab, you can view the channels and channel groups the user group has permissions to.  A Publisher must separately assign/publish a channel or channel group to any user.
  9. Click SAVE.

Libraries

Configure Common Library

An Account Owner may create one common library for all users under his account, by clicking the All Users ellipsis on the Users dashboard, and selecting Configure Common Library. The Account Owner can configure read, write, or only view, permissions allowing users to view and manage content together in the common library.

Follow the instructions below to create a common library for your account:

  1. Log in to the Appspace console.
  2. Click Users in the ☰ Appspace menu.
  3. On the Users dashboard, click the All Users ellipsis, and select Configure Common Library.
  4. Select the permissions for the library:
    • Admin only
    • Everyone can read & write
    • Everyone can read only
    • Custom access
  5. Click SAVE once done.

Configure User Group Library

Administrators can enable a single shared library for each user group, and configure read, write, or only view, permissions allowing users assigned to the user group to view and manage content together.

Follow the instructions below to create a user group library:

  1. Log in to the Appspace console.
  2. Click Users in the ☰ Appspace menu.
  3. On the Users dashboard, click the desired user group ellipsis, and select Edit User Group.
  4. In the General tab, Enable the user group library by clicking the Enable Library button. Once enabled, you may also Enable automatic content deletion:

    • Configure the duration of the content deletion, by selecting the duration in days from the drop-down menu.
    • Configure the type of content to be deleted, whether it would be All content or Unallocated content only.
  5. Once done, click SAVE.
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