A System Administrator can manage user accounts using Manage Users/Contacts.
Why does a System Administrator need to manage user accounts?
System Administrator need to manage user accounts in order to perform the following actions:
- Invite
- Resend Registration
- Assign New Role
- Reset Password
- Reset e-PIN
- Account Lock
- Account Unlock
How does a System Administrator access the actions for a user?
The System Administrator uses the Manage Users/Contacts page to access the actions for a user.
To navigate to the Manage Users/Contacts page, click on the menu icon and select "Manage Users/Contacts" under Users/Contacts or click on "Manage Users/Contacts" on the Quick links bar.
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This displays the Manage Users/Contacts page as shown below. For any user, click on the "Actions" link.
Manage Users/Contacts Page |
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Another option to access actions for the user is via Elasticsearch Contact Search category. Similar to Manage Users/Contacts, the actions that are presented in Contact Search is dependent on the status of the user's invitation.
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How do you invite a user?
A user can be invited when their invitation is created initially. Refer to Add New User/Contact page for a description of this process.
If the invitation was created and saved, but not launched, the user can be invited using Actions on the Manage Users/Contacts page. Click the "Actions" link, then select "Invite" from the drop down list.
An email will be sent to the user, inviting them to self register and login.
Manage Users/Contacts Page |
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Click on 'Yes' to confirm the action.
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The following message confirms an email invitation has been sent to the user.
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The email invitation looks like below. By clicking on 'Smart Onboarding' link the user can self register and start onboarding process. For more details, please click here.
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Another way to invite a user is through Elasticsearch "Contact Search" category actions. For more details, please click here.
How do you resend the registration email to a user?
If a user has been invited, but has not responded to their invitation email, the invitation can be re-sent by the System Administrator.
Click on the "Actions" link, then select "Resend Registration" from the drop down list. The welcome email is re-sent to the user.
Manage Users/Contacts Page |
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Another option to resend user invitation is through Elasticsearch "Contact Search" category actions. For more details, please click here.
How do you assign a new role to the user?
If you want to assign a new role to a user, you can do this by selecting the Assign New Role action. Click the Actions link, then select Assign New Role from the drop down list.
Manage Users/Contacts Page |
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The Invite/Edit User page is presented, allowing the System Administrator to change/add user's roles, or other information.
| User's roles before adding the new role |
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Add roles as required and click on 'Save' button that is present on the bottom of the page.
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The newly added roles also show up in Manage Users/Contacts page for the user.
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How do you reset a user's password?
If you want to reset a user's password, you can do this by selecting the "Reset Password" action. Click on the "Actions" link, then select "Reset Password" from the drop down list. An email will be sent to the user with password reset instructions.
Manage Users/Contacts Page |
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Click on 'Yes' to confirm the action.
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The following message confirms the password reset link has been mailed to the user.
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The email received by the user looks like below. By clicking on the link, the user can open the page to reset the account password.
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When the Reset password page opens, enter New Password, Confirm Password fields and click on 'Reset Password' button.
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A message displays the password is successfully changed.
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The following email will be sent to the user after the password is successfully updated.
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Another option to reset password is through Elasticsearch "Contact Search" category actions. For more details, please click here.
How do you reset a user's e-PIN?
To reset a user's e-PIN, click on 'Actions' and select 'Reset e-PIN'. This option shows up in actions only if e-PIN is enabled in Authentication Preferences.
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Click on 'Yes' to confirm the action.
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The following confirmation message displays on the page.
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The user will receive the following email with a link to the reset e-PIN page.
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When the Reset e-PIN page opens, enter New e-PIN, Confirm e-PIN fields and click on 'Reset e-PIN'.
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The following message confirms the e-PIN is changed successfully.
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How to unassign all the roles before locking a user account?
Before locking a user account, remove all the roles assigned to the user.
Click on the user name to open the user's profile. In this example, "Recruiter" role is assigned to the user for "Onboarding" product.
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The Invite/Edit User page will show all the roles assigned to the user.
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Click on the roles drop-down and select "No Role Assigned" option and save.
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This will unassign all the roles for the user. The updated status will reflect in Manage Users/Contacts page as shown below.
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When user logs in into the system, the following message shows on the page.
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After unassigning the roles, proceed with the steps given here to lock the user account.
How do you lock/unlock a user's account?
You can lock the user's account by selecting the "Account Lock" option under Manage Users/Contacts actions. For the selected user, click on "Actions" link, and then select "Account Lock" option from the list.
Manage Users/Contacts Page |
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Click "Yes" on the message to confirm the action.
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After the account is locked, the user will be informed via following email.
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The "Account Locked" status will reflect in the Manage User/Contacts page for the user.
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This can also be seen in the user profile page. Click on the user name to open the profile page. For the locked accounts, the "Account Locked Out?" field will show as checked.
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When the account is locked, the user will not be able to login into the system. The following message displays when the user tries to login into the system:
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For unlocking the user account, click on the "Actions" link for the user and select "Account Unlock" option from the list.
Manage Users/Contacts Page |
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Click "Yes" on the message to confirm the action.
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After the user account is unlocked, the user will receive the following email.
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The user account shows as unlocked on the Manage Users/Contacts page as shown below.
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The account unlocked status will also reflect on the user profile page.
Click on the user name to open the profile page. The "Account Locked Out?" field on the user profile page will show as unchecked.
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Once the user account is unlocked, the user will be able to login into the system.
Another option to lock/unlock the user account is through Elasticsearch "Contact Search" category actions. For more information, please click here.