This is helpful for the System Administrators to access and manage the user information in their organization. Users are members of the organization that maintain the system and interact with New Hires. From the Contact Search result page, the System Administrator can do a variety of things like add new roles to the users, modify existing user details, and manage user account.

How do you access Contact Search?

Click on the Elasticsearch icon. Select Contact Search as the Category and enter the search keyword. In this case, we have entered "All/all" as the search keyword. Click Search button.

Note

The search results page shows as below.

Who can access Contact Search category and their related actions?

System Administrators are the only users who have access to Contact Search category and their related actions.

What can a System Administrator do on the Contact Search results page?

The System Administrator can modify user information and perform actions relating to a user based on their invitation status.

Click on the Contact ID/User Name link to access the user details.

The user details can be updated as required on this page.

How do you check the account status of the users?

The "Account Status" facet can be used to know the users account status and their total numbers. In this case, you can see the number of users with status of "Active", "Locked" and "Not Registered". Click on any of these links to see their names and details.

The below example shows the details of user/users with their account status locked.

What actions can you perform in Contact Search?

Based on the invitation onboarding status, the actions you can perform from here vary. The actions for different invitation status is shown below.

Invitation Onboarding Status = "Invitation Created".

To see actions, click on "..." displayed next to the user link. Here the user's invitation has been created but not yet launched. Hence the "Invite" action is provided to launch the invitation email.

Invite

When "Invite" is clicked, a popup message displays as below to confirm sending an onboarding email invitation to the user. Click "Yes" on the message.

After sending the email, a message confirms that the email has been sent. Click "Close".

Invitation Onboarding Status = "Invitation Launched".

After sending an email invite to the user, the status of the invitation changes to "Invitation Launched".

In this case, the user's invitation has been launched but self registration is not yet completed. Hence the "Resend Registration" action is provided here to send the email invitation again in case the user has not registered within the allocated time.

Resend Registration

This option resends self registration link in the email invitation to the user to create User ID,  if they have not registered before the specified time. Click "Yes" on the message.

After sending the email, the message displays as below. Click "Close".

The user should click the "Start Onboarding" link given in the email to create User ID and Password and complete their Self Registration

For more information on self registration, please visit Invitations, Self Registration and Initial Login page.

Invitation Onboarding Status = "Invitation In Progress".

When the user completes self registration, the status of the above invitation changes to "Invitation In Progress".

In this case, the user has been self registered but the user onboarding is not yet completed. The actions that can be performed from here are "Reset Password" and account "Lock".

Reset Password

This option can be used if the user password has to be reset. 

Click "Yes" on the message. This sends the password reset link to user's registered email.

After the email is sent, a message displays as below. Click "Close".

The email sent to the user looks like below. The user should click on the link to reset their password.

Enter new password, confirm password and click "Reset Password".

A message confirms the password is reset.

An email will be sent to the user to let them know that their account password has been changed successfully.

Lock/Unlock

To lock/unlock an user's account, the user invitation must have been launched. User invitations with "Invitation In Progress" and "Invitation Completed" status will have the account "Lock" option available in their related actions.

To confirm the user's account lock, click "Yes" on the below message.

After the account is locked, the following message displays and an email will be sent to the user's registered email address.

Given below is the sample email sent to the user.

The account locked status of the user can be seen on the "Invite/Edit User" page. To navigate to the user page, click on the "Contact ID/User Name" link in the search results. 

This opens the "Invite/Edit User" page with the user details. The "Account Locked Out?" field showing on the page indicates the user account status. If the user account is locked, the checkbox next to the field shows as checked.

When the account is locked, the user will not be able to login into the system.

For an user account with the locked status, you will see the account unlock option available in the related actions. Click on the "Unlock" option.

Click "Yes" on the message to confirm unlock action.

A message displays confirming the account is unlocked. Click "Close".

An email will be sent to the user to let them know that their account has been unlocked and they can access the system.

The status of the user account can be checked on the user page as shown below.  To navigate to the user page, click on the "Contact ID/User Name" link in the search results. 

The field "Account Locked Out?" on the user page shows as unchecked. After the account unlock, the user will be able to login into the system.

Invitation Onboarding Status = "Invitation Completed"

When the onboarding process is completed, the status of the invitation changes to "Invitation Completed".

The actions available for a completed invitation are "Reset Password" and account "Lock". For details on performing these actions, please refer the above section.