Manage Users (District Users with Roles/Permissions)

Admin users are able to manage internal users along with their roles and permissions.

1. Select Users >  Manage Users from the left-side toolbar. 

 

 

2. Select Actions > Add User

 

3. Enter the Users:

• First Name
• Last Name
• Phone Number
• Email Address
• Send Email Yes/No (to notify User of account creation)
  • Optional Fields:
• Check the box if using Active Directory
• AD Username (if using Active Directory)

 

 

4. Select the Next button to proceed to Group settings for the User

 

The Group Page will be displayed.

 

 

5. Choose if you want the User to have a new Group or be added to an existing Group. 

 

Note: This option cannot be bypassed. A user is required to be associated with a Group for requesting purposes. 

 

* If you select New Group, you will need to select the Classification and enter the Group Name. 

* If you select Existing Group, you will need to select a Classification, and then a list of Groups will appear to choose from.

 

Note: For District Staff, we recommend just naming the Group their First and Last Name, unless they are the Group Manager of a specific Group (i.e. specific athletic team, chess club, etc.), or add them to a Group if it already exists.

 

6. Select the Next button to assign Roles to the User if needed. Or click Save if you're done adding the user. 

 

Note: You will only need to assign additional roles to a user if you want them to be able to have greater permissions than simply entering a request through the system (for detailed information on how to manage roles, click HERE).

 

7. Select the + Add Role button to add Roles that you would like to grant the User (such as Bypass Approval, Edit Requests)

 

***Note: Roles are configured in the system under Users Manage Roles.

 

8. Select the Next button at the bottom of the screen to continue to the permission settings. Or click Save if you're done adding the user.

 

9. Select if you want to add any additional Permissions for the User.

 

 

10. Select the Save button when you are finished.

 

If you would like to view a video on adding a user, please click here: http://videos.masterlibrary.com/watch/ZHm3Es5AsdubBph5dfNX4H

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Editing a User

 

1. Select Users > Manage Users. 

 

2. Select the Pencil Icon () next to the User

 

Note: You can disable a user from receiving emails by clicking the 'Recieve Emai' checkbox.

Checked = Recieve emails

Unchecked = Will not get emails

 

3. Modify the information needed.

 

IMPORTANT Note: If you're adding or editing Roles on a user account please be sure to click the checkmark to the right, or the save option will not appear. 

 

 

4. Select Save.

 

If you would like to view a video on editing a user, please click here: http://videos.masterlibrary.com/watch/3r1LRaxMLZbWX9dyYv8zuX

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Inactivating a User

 

This will remove the User from the manage users page but keep any records associated with them. 

 

1. Select Users > Manage Users. 

 

2. Select the Pencil Icon () next to the User you would like to make inactive.

 

3. Scroll down to the bottom of the modal and select Inactivate.

 

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Deleting a User

 

This option will only appear if the User has no request history (never submitting or approving a request).

 

1. Select Users > Manage User. 

 

2. Select the Pencil Icon () next to the User you would like to Delete

 

3. Scroll down to the bottom of the modal and select Delete.

 

 

Here are the scenarios where the Delete and Inactivate Actions will be available. 

 

Inactivate should show unless the User:

• is in any approval paths

• is the Billing Office user

Delete should show unless the User:

• is in any approval paths

• is the Billing Office user

• has any requests

• has sent any invoices

• has made any payments

 

Note: The system will tell you why each user cannot be inactivated/deleted for their use case.

Example:

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Viewing Someone's Roles 

 

1. Select Users > Manage User. 

 

2. Select the View Roles Icon () next to the User you would like to view.

 

A list showing all of the Users' Roles for each location will be displayed. 

 

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Viewing Someone's Email Log

 

1. Select Users Manage Users. 

 

2. Select the Pencil Icon () next to the User

 

3. Select the "Email Log" Tab.

 

 

Here there is nothing you need to set up, but you are able to view the email history for the User. This is helpful to refer back to in the future when there are questions about emails sent to the User.

 

4. Click Save when you're done viewing that information. 

 

Note: This will only include emails related to the User. This will include requests, invoices, and password emails. 

 

 

Viewing Someone's Notification Settings

 

 

1. Select Users > Manage Users. 

 

2. Select the Pencil Icon () next to the User

 

3. Select the "Notifications" Tab.

 

The tab will display every approval path this User is on. In addition, it will show you every site and space notification the User is set up on.

 

 

Viewing Someone's Group Tab

 

1. Select Users > Manage Users. 

 

2. Select the Pencil Icon () next to the User

 

3. Select the "Group" Tab.

 

 

From this page, you can click on each group to see additional details. If there is a group you would like to add the user to you can click the blue Add User to Group(s) button.

 

When clicking the button, it will display a modal where you pick a group to add them to and choose their permissions and email notifications. Once that is done, click Save.