Actions
To access additional actions, select the checkbox next to each user that you want to interact with and click Actions:
To select all users in a given organisation, select the checkbox next to the name of the organisation.
- Reset password - The Reset password? screen displays, asking you to confirm this action:
Initiating a password reset doesn't automatically reset a user's password. Instead, that user will receive an email indicating that a password reset was requested and, if the user wants to continue to reset their password, they should click on the provided link in the email and then enter a new password on the login page.
The user can ignore the email and keep their existing password.
- Send invitation - For users who never received their invitation to the site, or for users who lost their original invitation, an Administrator can (re)send a site invitation, including a custom message
- Send email - This option provides an easy way for an Administrator to send an email to some or all of the users in the site. Enter a subject and message on the Send email screen and click Send:
The email will appear to have come from the Administrator and any replies will go back the Administrator.
- Send message - This allows you to send a message directly to the user, which will be displayed with their Messages in Collaborate. Enter the message in the field on the New message screen and click Send:
- Suspend - Suspend should be used if it is possible that the user will need access to the site at a later date, meaning the user's loss of site access will be temporary. Suspend can also be used when an entire system group is added to the site but it is necessary to exclude one or more of the members of the system group from site access
If a user is suspended, they cannot access the site, they will not receive any site notifications or alerts and will not appear to other members of the site as if they are site members. However, if the user needs to regain site access, their site membership can be re-activated; they will have the same permissions they had prior to being suspended. This includes membership in any site groups, any roles they had been given, and any Q&A permissions they had.
If the same user had been removed instead of suspended, not only would an Administrator need to go through the 'add user' process to re-add the user, but the Administrator would also need to add the user back to the appropriate security groups and give the user any roles they should have.
It is best to use Remove if is unlikely that the user will be reactivated.
When an attempt is made to suspend a user, the site or system administrator will have to confirm the suspension (member administrators do not have rights to suspend users):
The user you are suspending will not be notified that they have been suspended, similar to users who are removed - The suspended user will just lose access to the site. When a user is suspended, a Suspended tag will be displayed next to their name on the Users Admin page (both site and member administrators can see this flag), on the Roles page and other places, to alert administrators that the user has been suspended:
- Activate - a suspended user can be reactivated with their suspended configuration.
To Activate a user, select Activate from the Actions menu:
The Activate users? screen displays:
Click Activate to reactivate the user.
- Remove - Removing a user from a site has no impact on any content the user has added to the site, changes the user has made or in any way affect any of the information in the reports and audit logs concerning that user. Removed users can be added back to a site later, but you have to go through the whole Add user process again. (Users who are removed from a site entirely will automatically be removed from every security group in that site.) Removing a user from one site has no impact on the user's access to any other sites.
Audit reports include information about when a user's site membership was suspended and reactivated.
Filters
You can use filters to limit which users are displayed to you, which can be especially useful if there are a large number of users. To filter the users, click Filter next to the search bar:
- Organisations
- Groups - only if group-based security has been enabled
- Status - Here you can filter active and inactive users
- Not invited - users who have not been invited
- Not logged in - users who have never logged in to the site
- Not in group - (only if group-based security has been enabled) - users who are not members of at least one site group
Send invitation
To send an invitation to a user, select the checkbox next to that user and navigate to Actions > Send invitation:
The Send invitation screen displays:
Enter an option message to be sent along with the invitation and click Send. The invitation will be sent to the user.
Users who are already members of other sites in Collaborate will not need to click on the link in the email to access the site. They can simply login to Collaborate, go to the Dashboard and click on the site from the list of available sites.
Setting a site user's email alerts
To set the email alerts for a specific or for all site users, navigate to Admin > User management > Email alerts:
The Email alerts screen displays:
You can select Default alerts for all new site users, and also select the Frequency for individual users. Click Save to save your changes.
