Managing Users

Managing Users

Managing users is a fundamental aspect of the User Management module. This guide covers creating new users, editing existing user information, and managing user accounts effectively.

Accessing User Management

• Navigate to the Users section from the main menu
• You'll see a list of all active users in your organization
• Use the tabs to switch between active and archived users

Creating a New User

Step 1: Open the Create User Form

1. Click the "Create User" button in the top-right corner
2. A modal form will appear with all required fields

Step 2: Fill in User Information

• Name: Enter the user's full name
• Email: Provide a valid email address (must be unique)
• Role: Select the appropriate role from the dropdown
• Site Groups: Choose which site groups the user should have access to
• Sites: Select specific sites the user can access
• Password: Set an initial password
• Confirm Password: Re-enter the password to confirm

Step 3: Save the User

1. Click "Save" to create the user account
2. The system will automatically send an account creation notification

Editing User Information

To Edit a User:

1. Find the user in the users list
2. Click the edit icon (pencil) in the Actions column
3. Modify the required information
4. Click "Save" to update the user

Editable Fields:

• Name and email address
• Role assignments
• Site and site group access
• Account status

Managing User Status

Activating/Deactivating Users:

• Use the toggle switch in the Status column
• Green: User is active and can access the system
• Gray: User is inactive and cannot log in

Archiving Users:

1. Click the archive icon (minus circle) in the Actions column
2. Archived users are moved to the "Archived Users" tab
3. Archived users cannot access the system but their data is preserved

Deleting Users

Permanent Deletion:

1. Click the delete icon (trash) in the Actions column
2. Confirm the deletion in the popup dialog
3. Warning: This action cannot be undone

User Invitations

Inviting New Users

Step 1: Send Invitation

1. Click the "Invite User" button
2. Enter the user's email address
3. Select the appropriate role
4. Click "Send Invitation"

Step 2: User Registration

• The invited user receives an email with registration instructions
• They can set their own password during registration
• The account is automatically created upon registration

Managing Invitations

Invitation Status:

• Pending: Invitation sent but not yet accepted
• Accepted: User has completed registration
• Expired: Invitation has expired (if applicable)

User Properties

Basic User Information:

• Name: User's full name
• Email: Unique email address for login
• Global ID: Unique identifier for the user
• Status: Active or inactive state
• Timezone: User's preferred timezone
• Date/Time Format: User's preferred formats
• Avatar: User profile picture
• Google Integration: Google OAuth integration

User Operations

Available Operations:

• Create User: Add new users to the system
• Edit User: Modify existing user information
• Archive User: Move users to archive
• Delete User: Permanently remove users
• Status Toggle: Activate or deactivate users
• Password Reset: Reset user passwords

User Assignment System

Site Assignment:

• Direct Site Assignment: Assign users to specific sites
• Site Group Assignment: Assign users to site groups
• Multiple Assignments: Users can be assigned to multiple sites

Role Assignment:

• Single Role: Each user has one primary role
• Role Permissions: Role determines user permissions
• Permission Inheritance: Users inherit role permissions

Best Practices

User Management:

• Clear Naming: Use clear, descriptive user names
• Email Validation: Ensure valid email addresses
• Role Assignment: Assign appropriate roles to users
• Site Assignment: Assign users to relevant sites

Security Considerations:

• Password Policies: Implement strong password policies
• Access Control: Implement proper access controls
• Permission Management: Manage permissions carefully
• Security Logging: Maintain comprehensive security logs

Troubleshooting

Common Issues:

• Duplicate Emails: Check for duplicate email addresses
• Invalid Assignments: Verify user assignments
• Status Issues: Check user status settings
• Permission Problems: Verify user permissions

Debugging Steps:

• User Verification: Verify user configurations
• Assignment Testing: Test user assignments
• Permission Testing: Test user permissions
• Integration Testing: Test module integration