Working with user management

This article describes step-by-step instructions for common user management tasks.

Create a role and assign its table permissions

1. Navigate to the Roles table
2. Click add role
3. Complete the information
4. Click Save role
5. In the child records area toward the bottom of the page, for Table permissions, click add permission
6. Use the drop-down list under the Table field to add one or more Table permissions to the role

View or edit a role's table permissions

1. Navigate to the Roles table
2. Click the view icon for the role. Don't click the edit icon unless you wish to change the role's name, or whether it's auto-assigned to new users. Child records (in this case, table permissions) only become available if you click the view icon.
3. Click the + symbol to expand the Table permissions (child records)
4. Click the view icon to see the details of each table permission
5. Click the pencil icon to edit the details of each table permission
6. To add an additional Table permission, click add permission
7. To delete a Table permission, select its checkbox, then click Continue, then select Delete it, then click Continue

Add one user

1. Determine what role the user will be assigned. If the role doesn't yet exist, we recommend that you create it before adding the user.
2. Under the Settings menu, click Add user
3. Complete the profile information for the new user. The minimum information required to create a user is the email address. If you don't provide a first name and last name, TrackVia will create these based on the email address. This may produce undesirable results.
4. Click save user
5. At the bottom of the details for the user, click add a Role assignment.
6. In the popup window that opens, select the appropriate role and click Save.
7. In the child records section under Role assignments, click the + symbol to expand the child records (role assignments) to ensure that only the appropriate roles have been assigned to the new user. Note: Some roles may be set to be auto-assigned to new users. Be sure to check this setting for each of your roles each time you add a user, as it's possible for an unintended role to be auto-assigned to a new user.

Log in as a user 

You can click the icon that appears in the details page of each user to log in as that user. This is the best way to ensure that you've set the appropriate permissions for the user. When you do this, for security reasons your own session is terminated and you'll need to log back in as yourself when you've finished validating the user's permissions. Be aware that any changes you make to data while logged in as the other user will be recorded under that user's name in the history associated with each change.

Add multiple users at one time

1. Under the Settings menu, click Import Users
2. You'll see that you're on "Step 1 of 3 - Choose an Action" and you'll be asked whether you want to a) "Add new users", b) "Update existing users", or c) "Update existing users that match, and add new users that don't match." Note: You'll also see a sentence that says "(See a sample user spreadsheet.)" where "sample" is a link that will open (or save to your computer, depending on your computer's settings) an Excel spreadsheet that's preconfigured with the column names that will "map" to the database fields in the Users table. We recommend that you use this spreadsheet, or cut & paste the column names into your own spreadsheet of user information.)
3. Please make the appropriate choice and click Continue.
4. Now you'll see "Step 2 of 3 - Upload Your Spreadsheet" and you'll click Choose File to select your spreadsheet to upload. You may leave the box checked to "Send initial email to user" or may uncheck it so that your users don't receive an email with their login information until you've had an opportunity to verify that their permissions are correctly set.
5. Select your spreadsheet and click Continue.
6. You'll see that you're at "Step 3 of 3 - Match Spreadsheet Columns to Table Fields." This is where you'll tell the Users table where to put each column of information in your spreadsheet. If you've used the spreadsheet provided in Step 1, or have used the same column names in your spreadsheet as the table fields, you'll see that the names are already matched, and you may simply click Continue. If your spreadsheet has different column names than the table fields, please use the drop-down lists provided to match each spreadsheet column to the appropriate table field.
7. Click Continue and then you'll see the results of the import (for example, "29 new users were created.") and a link to return to the Table Overview page.
8. Now, you'll want to verify that each user has the appropriate User Role Assignments and Group Memberships. To do this for one user at a time, you can click view for each new user and examine the "Child records that link to this user" section at the bottom of the record detail page for each user. This is where you'll see links to "add membership" or "add assignment" for the user.

Convert a normal user to an admin user, or vice versa

1. Navigate to the Users table
2. Click the edit icon for the user
3. Use the provided drop-down in the Type field to make your new selection
4. Click Save user

Convert multiple normal users to admins, or vice versa

1. Navigate to the Users table
2. In any table view, select the checkboxes for the users you wish to convert
3. Click Continue
4. Change the value of field
5. Use the drop-down to select Type
6. Select normal or admin, as appropriate
7. Click Continue