This portion of the manual is for users who are account administrators. An account administrator has access to the Manage Users main navigation tab which specifically deals with managing users within an account, creating reporting groups, viewing usage reports, and controlling sharing between users.
The Manage Users navigation tab contains four content tabs: Profiles, Groups, Reports, and Sharing.
The Profiles content tab allows account administrators to add new users, edit current user information, send activation emails to created users, deactivate or delete current users from the account.
1. Within the Profiles tab click on the Add New User link under the column Add Users
2. Fill out the User Information form by giving the new user a first and last name, an email, a specific time zone, and a photo which is optional
3. (Optional) Next fill out the Contact Information fields: Phone # and Fax #
4. Decide whether or not this user will be able to submit documents or only be a reader of shared documents
5. Decide whether or not this user can share folders with other users
6. Decide whether or not to make this user an Account Administrator by clicking in the radio buttons for either Yes or No. Account Administrators have the ability to create and delete users
7. Click the Create button to add the user to the iThenticate account
A list of users may be uploaded to an account if the administrator has multiple users to add to an account.
1. Within the Profiles tab click on the Upload User List link under the column Add Users
2. For an example of properly formatted user list files click on the examples link on the Upload User List page
3. Click on the Browse button and locate the file containing the list of users on your computer. Click Upload to upload the list
4. Once the file has been uploaded a list of the uploaded users will be displayed. Click on the view profile link to adjust the user settings for each user uploaded within the user list.
When a user has been created an activation email is sent to them. If the account administrator needs to resend the activation email, click on the Manage Users link at the top of the page and then click on the Edit button to the right of the user who needs an activation email sent to them.
The Editing User Information page will open, to send the activation email click on the green Send Activation button.
Account administrators can edit user information from the Editing User Information page, by clicking on the Edit button. The Editing User Information page is identical to the Add New User page. If any information or settings have been changed click on the Update button to save the changes.
Only account administrators can deactivate a user from an account. To deactivate a user, click on the edit button to the right of the users name that is going to be deactivated. Within the Editing User Information page click on the Deactivate User button to deactivate this user
Note: All files associated with this user will NOT be deleted and are still viewable by administrators. Yet the deactivated user can no longer log in to the account.
Once a user has been deactivated they can then either be reactivated or deleted from the account completely. Reactivating the user allows the user to regain access to the account and all of their submitted documents and folders. To activate a user who has been deactivated click on the edit button next to the inactive users name on the Manage Users page. Then click on the Activate User button to reactivate the user.
Only account administrators can delete a user from an account. To delete a user, click on the edit button to the right of the user’s name that has been deactivated. Within the Editing User Information page click on the Delete User button to permanently delete this user from the account.
Warning: Once a user has been deleted all documents submitted by the user will no longer be accessible by the administrator or by shared users.
If the wrong user was accidentally deleted it can be undone by clicking on the undo link, that appears next to the iThenticate logo, immediately after deleting the user. If the user leaves the Manage Users page the deleted user cannot be undone.
A user’s abilities can be edited at any time within a user’s profile by clicking on the Edit button to the right of the user’s name.
The administrator can toggle three options for each user: Can this user submit documents?, Can this user share folders?, and will this user be an Account Administrator?
For example, if a user should be restricted from sharing their folders, click on the No radio button for the Can this user share folders? option. To save any changes made to the user profile, click the Update button.
If an account has many users it may be quicker to search for a specific user using the search field. To find a user within the user list, enter the user’s name into the search field and click the Search button.
The Groups tab allows the administrator of the account to create user groups and add users to the groups from their user profile. This feature allows the administrator to group users and track the usage statistics of these users within their group when viewing the Reports tab section of the Manage Users page.
To add a new group, enter a name for the new group in the Add New Group: field and click on the Add Report Group button to add the group.
Once a group has been created, you can start adding users to the group. To add a user to a group, click on the Profiles tab within the Manage Users page. Next to the user’s name click on the edit button. Within the user’s profile use the Reporting Group pull-down menu to select which group you want to place the user in. If a user has not been placed in a group they will be assigned with the Group: Unassigned within the Reports tab.
If you would like to delete a reporting group from your account, simply click on the red X icon to the right of the group name. A prompt will open asking you if you want to remove the group, click OK to delete the group.
To change the name of a group, click on the group’s name.
Within the Update Group Name field change the group’s name and click on the Update Group Name button to save the new group name.
The Reports content tab contains statistics for the overall account, reporting groups, and for the individual users of the account. To view the Usage Reports page click on the Reports tab. The Usage Reports page keeps track of document submissions made by users in reporting groups and the accumulated page count for all submissions within each group and for the entire account. There are three tabs within the Reports tab in which to view usage statistics: By User/Group, By Month, and Set Date Range. These options help an administrator search for specific or general usage statistics.
Click on a group name to view more detailed usage statistics for the users in that group. To get the Individual Usage Report click on a user’s name within a group to open a page that displays document submissions and page count per month and a total of all submissions made by this user.
The account administrator can also view the Company Usage Report by clicking on the account name in golden text. The Company Usage Report displays a month by month usage report of all the submissions by the account users. You can also click on the By Month tab to access the month by month account usage report.
To view the account usage for a specific date range click on the Set Date Range link.
Enter a date in the Date fields (the format is 2008-10-22) or click on the calendar icon to the right of the Start and Due Date field to select a date. Once the start and due dates have been selected click on the Update Date Range button.
The Sharing content tab contains three different types of sharing enabled for your account: View only folders shared by other users, View ALL users’ folders, and View folders of selected users. The default is View only folders shared by other users. To change the sharing type for the account, click on the radio button next to the sharing type and click on the Update Sharing button.
If the View folders of selected users has been selected, the account administrator must first select which user’s folders will be shared within the account. To select a user, click in the check box next to their name to place a check. This user’s folders will now be shared within the account. To apply the changes made, click on the Update Sharing button.
Note: You can enable/disable the ability of a non-administrator user to share folders, for more information please click here.
Administrators can add a customized message to the welcome email that is sent to new users added to the account. To add a message to the welcome email, first navigate to the Email tab.
To change the email subject, adjust the message accordingly in the Custom Email Subject field. To add a custom message simply type the message into the Custom Message text box.
Click on the Set Custom Message button to save any changes. After clicking on the Set Custom Message button the Example Welcome Email Message will update with the text changes providing a preview of the welcome email.