22 Jul 2019

Add users and groups in Collaborate

The User management section of the Admin module includes all user and group related functions.

User groups should always be created before adding users, as users may then be assigned pre-defined permissions as they are created.
System groups may be used for admin roles that are available across all sites on your instance.


Open the Admin module, then select Users under User management:

List of Users

The Users screen lists all of the site users grouped by organisation (shown alphabetically); users within an organisation are listed alphabetically (by first name). Up to 100 users are displayed at a time.

The following information is displayed for each user:

  • Avatar - If the user has uploaded an avatar, that will be displayed, otherwise the generic avatar is shown
  • User name - The user's full name, including an indication as to whether the user is a Site Administrator or not, their email address and any groups that they are a part of
  • Invitation - The date the most recent invitation was sent to the user, if an invitation has been sent
  • Last login - The most recent date the user logged in to the site, if ever.

This is not the date the user last accessed the Collaborate platform, only the date the user accessed any page of the site. (This does not include include a user opening a site file from a link in an email, if no authentication is required to open the file)

When group based permissions have been configured for a site and a user has not been added to at least one security group, that specific user will be displayed with a Not in group tag next to their details:

This warns the Site administrator that the user likely will not have access to any type of content until they are added to a group.

An Administrator can engage in two broad categories of actions:

Adding new users

To add a new user, navigate to Admin > User management > Users:

To add a new user, click Add:

The Add users screen is displayed:

Enter the email address(es) in the Email address field and press enter:
Do this for all the users you want to add, and then click Next.

The following screen is displayed:
Here, you can change the display name for each user, and if you want to, you can remove users by clicking the red x next to their email address.
Additionally, if the email address you are using for the user is new to the site, System administrators have the option to make that address an exception doman:
If you decide to change the email address, you can now search for existing organisation names within the field above.
Make any required changes and click Next. The following screen is displayed:
From here, you can add your newly created users to groups by clicking Add to groups:
Select from the list of existing Site groups or Admin groups. Alternatively, you can create a new site group by clicking New site group. Once you have selected all the groups you want the user(s) to be added to, click Add:
The Groups field will be populated with the groups you had selected.
Click Add to add this user.
The following screen will be displayed:

Send an invitation

Here you can send an invitation to the newly created user(s) if you want to, by clicking Send invitation.
The Send invitation screen will be displayed:
Enter a message if you want to and click Send to send the invitation to the new user(s).
The user will be associated with an organisation that is created based on their email address. So in our example above, the test user is part of the test email organisation.

Editing user details

Click the user's name in the user list to open the User details window.

Hover over the name or email address and click the edit icon to change this information.

Only a System administrator may edit user details.

When a user is created, a user profile is also created. Click View Profile to see information about each user, including an avatar and contact information. Most sections of the user profile are available for other users to see.

Only a System administrator or the owner of the profile can edit a profile. 

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