Manage your employee information, as well as control who is added to the Intranet, from this central location. A clear UI layout allows you to find and process Users and their information quickly and easily. This application is designed for the System Administrator, or another User who has been entrusted with the responsibility of maintaining and managing this application.

If you are not a System Administrator, you must be given the appropriate access rights (Read, Post, Modify or Admin) to perform certain functions in this area. Contact your System Administrator or someone who has Administrator privileges in this area.

If you would like to assign access rights to a user within the User Administration application, refer to Assigning User and Group Access Rights to the User Administration application in this section.

The User Administration application is one of the four applications located within the System Tools section.

Viewing Users

Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

1. Within the Content Browser, click on the plus sign (+) next to System Tools.

2. Within the Content Browser, click on the User Administration application, which is listed below System Tools.

Note: If you are unable to perform steps 1 and 2, then you do not have access to the User Administration application.

Note: Existing Users are listed in the top document window.

3. If pages of Users exist, click Next Page located at the lower left of the Users page to browse through these pages.

4. Click Previous Page to scroll back.

Add New User

The Add New User function allows the System Administrator, or another User who has been given this authorization, to add one User at a time to the system. If you would like to add multiple Users to the system at one time, refer to Adding Multiple User to the Intranet through the User Import Utility below.

Note: If you are not a System Administrator, you must have at least the Read and Post access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

1. Within the Content Browser, click on the plus sign (+) next to System Tools.

2. Within the Content Browser, click on the User Administration application, which is listed below System Tools.

Note: If you are unable to perform steps 1 and 2, then you do not have access to the User Administration application.

Note: Existing Users are listed in the top document window. If no Users have been added to the Intranet, no Users will be listed.

3. Click Create New User.

Note: The Add User form is visible within the lower document window.

5. Enter the mandatory fields for the User, which are indicated by a red *.

Note: Mandatory fields for the User are First Name, Last Name, Username, New Password, Confirm Password and E-mail Address.

Note: If you wish to add the User immediately but activate the account after a certain date, check the User Effective Date checkbox, then select the date of activation from the Month, Day and Year drop-down menus or select the Calendar Icon to select the date of activation.

Note: If you wish the User expire after a certain number of days, check the User Expiry Date checkbox, then select the date of expiry from the Month, Day and Year drop-down menus or select the Calendar Icon to select the date of expiry.

User Effective Date:	Do not allow this user to log in prior to
User Expiry Date:	Do not allow this user to log in on or after

Note: If you wish to set a warning message to appear notifying the User that their User Account will expire in so many days, please refer to the System Settings - User Settings section of the Help Guide

Setting the User Password Expiry Warning Message.

6. Enter any other User information that is relevant to your company.

Note: If the Add User form is lacking fields that your Company sees necessary, for example

Social Security #, refer to Adding Custom User Fields to the Add User Form below, to add

these fields to the Add User Form, then return to this step.

7. To enter the User’s picture, click the Browse button.

Note: Make sure the User’s picture has been sized to 128 x 166 pixels in a photo editor program; if not, the picture may appear distorted.

Note: The Choose File dialog appears.

8. Locate the User’s picture image on your local system, and click Open.

Note: The image filename now appears in the picture field.

9. Once all information has been entered for the User, click Save or Save and Notify on the Add User form.

Note: If you click Save and Notify, the new User will be notified by e-mail. This e-mail invites the User to the Intranet, as well as stating their Username and Password for login. The User can change this password within the My Settings - Changing Your Password area at any time.

Note: Make sure your SMTP server has been entered in the System Tools - System Settings area by the System Administrator, if not, you will experience an error. Entering your SMTP server is very important, as it allows you to use the Intra.Net™ E-mail Notification System, as well as the ability to invite Users through email once they are added to the system.

Note: If you wish to use the Intra.Net™ E-mail application, make sure the E-mail application is turned on in the Application Administration area and your E-mail accounts have been properly set up. To setup your Intra.Net™ e-mail accounts, refer to E-mail Account Setup and Settings within the Intra.Net™ Help Guide to send e-mail through the Intra.Net™ server.

Note: The User is now added to the list of Users in the above window frame.

Adding Multiple Users to the Intranet through the User Import Utility

The User Import Utility allows the System Administrator to add numerous Users to the Intranet by means of importing a CSV (Comma Separated Value) file. The User Import Utility eliminates the process of adding each individual User's account information one-by-one, which can be time-consuming if you have many Users to add.

For information on creating a CSV file, refer to Creating a CSV File below. If you already have a CSV file that contains the appropriate User information to be added, proceed to Importing Multiple Users to Intra.Net™.

Creating a CSV file

A Comma Separated Values (CSV) file is an ASCII file in which each piece of data is separated by a Comma, Tab, Semicolon, or Space. This is a popular format for transferring data, which can be created by using Microsoft Excel®, Microsoft Access®, Notepad, or another text tool of your choice.

Using the text-editing tool of your choice, follow the example provided to create a CSV file:

Type the field headings to be imported, separating each heading with a comma or a delimiter of your choice. If you are using Excel, simply use the tab key to move forward to the next column.


          Note: It is mandatory that your User CSV file include the following headings for the

          operation to be completed successfully: First Name, Last Name, E-mail

          Address, Username, Password.


Note: You may want to enter the same password for each User. Each User may then change their password in the User Preferences area of the Intranet. Refer to My Settings - Change Your Password for more details on changing your password.

          Note: You may want to enter the User’s last name as their Username.

E.g.
First Name, Last Name, Username, Email Address, Phone, Password

Right below the first line, type in the User’s information in the order that corresponds to the headings of your first line, again separating each piece of information with a comma or delimiter of your choice.

E.g.
Catherin, Sanders, Sanders, catherin@avatar.com, 519-791-2695, user
Ann, Scaffer, Scaffer, ann@avatar.com, 519-256-8109, user
Stephanie, Mueller, Mueller, stephanie@avatar.com, 519-791-3658, user
Tom, Morris, Morris, tom@avatar.com, 519-458-6521, user

Once you have finished typing this information, your file should appear similar to the following:

E.g.
First Name, Last Name, Username, Email Address, Phone, Password
Catherin, Sanders, Sanders, catherin@avatar.com, 519-791-2695, user
Ann, Schaffer, Schaffer, ann@avatar.com, 519-256-8109, user
Stephanie, Mueller, Mueller, stephanie@avatar.com, 519-791-3658, user
Tom, Morris, Morris, tom@avatar.com, 519-458-6521, user

From the File menu of your text editing application, select Save As.

Enter a name for the file with the file extension .csv or if the option is given, go to the Save as Type drop-down menu and select the CSV (Comma Delimited) *.csv option.

When you save the .csv file to your local system, save it to a location, which can be easily retrieved later, for example your Desktop.

Click Save.

Note: Now Proceed to Importing Multiple Users to Intra.Net™ below, which requires you to be logged into your Intranet.

Importing Multiple Users to Intra.Net™

1. Within the Content Browser, click on the plus sign (+) next to System Tools.

2. Within the Content Browser, click on the User Administration application, which is listed below System Tools.

Note: If you are unable to perform steps 1 and 2, then you do not have access to the User Administration application.

Note: Any existing Users are listed in the top document window.

3. Click Import Users.

Note: The User Import Wizard utility dialog appears.

4. Click Next.

5. Click the Browse button to locate the CSV file on your local system, containing the User information to be imported to the Intranet.

Note: If you must still create this file, refer to Creating a CSV File above.

Note: The Open dialog appears.

6. Locate and select the CSV file from your local system, then click Open.

7. Click Next.

8. From the Delimiters listing, select the delimiter used to separate the User information within your CSV file. If the delimiter used is not listed, select the Other option and within the text field, enter the delimiter used.

Note: Select either ( ), ( " ) or ( ' ) for your strings of text from the Text Qualifier drop-down menu.

Note: Use the Preview window to make sure your data appears orderly and correctly.

9. Click Next.

10. From the Intra.Net™ fields listed, select from each drop-down menu the corresponding field to your CSV file. If there is no match, leave the selection empty.

Note: You may select a field from your CSV file more than once. For example, if you did not include the Username information in your CSV file, you may want the Username to be the User’s last name, select the Last Name field from the Username drop-down menu.

11. Click Next.

Note: Users that exist on the CSV file are listed.

Note: The Invite this User checkbox is automatically checked, which will send each User an e-mail with the appropriate Username and Password information through your local e-mail system. If you wish to use the Intra.Net™ E-mail application, make sure the E-mail application is turned on in the Application Administration area and that you have properly set up your E-mail accounts. If you have not done so, refer to E-mail Account Setup and Settings in the Intra.Net™ Help Guide to be able to send e-mail through the Intra.Net™ server.

Note: If you wish to e-mail or distribute the password and username information yourself, uncheck the Invite this User checkbox.

12. Enter any necessary missing User information, which will be indicated by an exclamation mark.

Note: If Usernames are not present in your CSV file, the User Import Utility will ask you to enter this information. You may want to enter the User’s last name as their Username.

Note: If Passwords are not present in your CSV file, you are asked to enter a password for each User. You may want to enter the same password for each User. Each User may then change their password in the My Settings area of the Intranet. Refer to My Settings - Changing Your Password for more details on changing your password.

Note: Make sure to scroll down the dialog so no User is missed.

13. Click Next.

14. Click Finish.

Note: The User’s within the CSV file are now added to the Users listing within your Intranet.

Assigning Access Rights to the Newly Added User or Users

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

Within the Content Browser, click on the plus sign (+) next to System Tools.

Within the Content Browser, click on the User Administration application, which is listed below System Tools.

Note: If you are unable to perform steps 1 and 2, then you do not have access to the User Administration application.

Note: Existing Users are listed in the top document window.

Click on the Lock located next to the User's Name within the top document window.

Note: The Access Rights dialog appears in the lower document window. If the User already has existing access rights within certain Section's, Subsections or Applications they will be listed here.

Click Assign User Rights.

Note: The Add User Access Rights dialog appears.

5. Click the Browse button to select the Section or Application that the User is to have access rights to.

Note: The Choose Folder dialog appears.

6. Click on the Section or Application that the User is to have access rights to.

7. Within the User Permissions section, to the right of the Add User Access Rights dialog, select within the Allow column, the Read, Post, Modify or Admin access rights for the User.

Note: If the User is to have the same Access Rights within the Section's subsections, check the Apply Access Rights to Section Contents checkbox.

8. Click Save.

Assigning User and Group Access Rights to the User Administration application

If the System Administrator wants other System Members to have access to the User Administration application, User or Group Access Rights must be assigned to it.

Follow the instructions below to assign User or Group Access Rights to the User Administration application.

Note: When assigning User or Group Access Right s to the User Administration application, the User or Group to be assigned, must have at least the Read access right within the System Tools main section, before any access rights can be assigned to the User Administration application itself. The following steps will take you through both functions.

1. Within the Content Browser, click on the lock located next to the System Tools section.

Note: If you are unable to perform step 1, then you are unable to assign User or Group access rights to the System Tools section.

2. Select the Access Rights tab.

Note: Make sure the User or Group that is to be assigned access rights is listed with at least the Read access right. If the User or Group is not listed and must be assigned access rights, proceed to step 3. If the User or Group is listed with at least the Read access right, proceed to step 9.

3. Click Assign User Rights or Assign Group Rights.

Note: The Assign Access Rights dialog appears.

4. Check the checkbox next to the User(s) or Group(s) to be assigned Access Rights within the System Tools section. These Users or Groups may then be assigned access to any of the Sections or Applications that exist below this section.

Note: You may check more than one User or Group, if they are to be assigned the same access rights.

5. Within the User Permissions or Group Permissions area, check the Allow checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) are to have within the System Tools section.

Note: To assign these same User or Group Access Rights to all Sections and Applications that exist

within the System Tools section, check the Apply Access Rights to Section Contents checkbox on

the dialog. Users or Groups that must have different access rights within certain Sections and

Applications must be manually changed. This is done by clicking on the Section or Application's lock

within the Content Browser.

6. Click Save on the dialog.

Note: The User(s) or Group(s) is now added to the list of Users within the Access Rights area with the assigned permissions visible.

Note: You may repeat steps 3 through 6 to continue to assign Users and Groups access rights within this section.

7. If you would like to change the Access Rights assigned to the User once they have been added to this section, simply click on the User or Group within the list.

Note: The Permissions dialog for that User or Group appears with the current assigned access rights.

8. Reassign the User or Group access rights and click Save on the dialog.

Note: The User or Group is now reassigned access rights within the list.

Note: The User or Group has now been assigned Access Rights within the System Tools folder and can be assigned access rights within the User Administration application or any other Application or Section that exists below the System Tools section.

Note: Proceed to Step 9 to assign the User or Group access rights within the User Administration application.

Note: If you are not the System Administrator, you must have the Admin privilege in the User Administration application to assign User or Group Access Rights.

9. Click the plus sign (+) next to System Tools.

Within the Content Browser, click on the lock located next to the User Administration application, which is listed below System Tools.

Note: If you are unable to perform steps 9 and 10, then you are unable to assign User or Group access rights to the User Administration application.

11. Select the Access Rights tab.

Note: If Users and Groups were selected in the main System Tools section and those access rights were applied downward to its section contents, those same access rights will have been applied to the User Administration application.

Note: Users or Groups that have already been added to the User Administration application may be viewed in several ways. For example, click Show All to list both Users and Groups that have access; click Show Users to list only Users who have access; click Show Groups to list groups of Users who have access.

12. If you would like to change the Access Rights assigned to the User, simply click on the User or Group within the list.

Note: The Permissions dialog for that User or Group appears with the assigned access rights.

13. Reassign the User or Group access rights and click Save on the dialog.

Note: The User or Group is now reassigned access rights.

14. If you would like to assign Users access rights to the application, click Assign User Rights or Assign Group Rights.

Note: The Assign Access Rights dialog appears.

15. Check the checkbox next to the User(s) or Group(s) that is to be assigned Access Rights within the User Administration application.

Note: You may check more than one User or Group, if they are to be assigned the same access rights.

16. Within the User Permissions or Group Permissions area, check the Allow checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) is to have within this area.

17. Click Save on the dialog.

Note: The User(s) or Group(s) is now added to the User Administration access rights area with the assigned permissions visible.

Modifying User Administration application Properties

Here you are able to change the name of the User Administration application or choose another Icon for it. Both changes will be visible within your Content Browser. The name you select for the User Administration application should be intuitive enough so that it is immediately recognizable.

Warning: Be aware that if you change the name of the User Administration application within your Intranet, it will not correspond with the Intra.Net™ Help Guide, which may create confusion when seeking help.

Note: If you are not the System Administrator, you must have at least the Admin access right within the User Administration application to perform this function.

1. Within the Content Browser, click on the plus sign (+) next to System Tools.

Within the Content Browser, click on the lock located next to the User Administration application, which is listed below System Tools.

Note: If you are unable to perform steps 1 and 2, then you do not have the Administrator access right within the User Administration application.

3. Select the Properties tab.

Note: Here you are able to modify the User Administration application’s Name, as well as select an icon for the application.

4. Within the Name field, enter a new name for the User Administration application and/or select a new icon.

5. Click Save Changes.

Note: The User Administration changes are now modified within your Content Browser.

Editing User Information

Note: If you are not a System Administrator, you must have at least the Read, Post and Modify access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

Within the Content Browser, click on the plus sign (+) next to System Tools.

Within the Content Browser, click on the User Administration application, which is listed below System Tools.