Manage users

In OrgAdmin, you can create user accounts for the end users who use the software that your organization has purchased licenses for, and for your organization’s administrators who use the OrgAdmin tool.

You can create new users for your organization by sending them an email invitation, which they can accept or decline. You can also send email invitations to invite existing users to your organization.

You can also import new and existing users using a comma-separated value (CSV) file, without sending an email invitation.

Matching to existing users in the system is based on the email address, so each user must have a unique email address.

Inviting and importing of users adds them to user groups. This grants the users access to the licenses that the groups have access to.

When you invite a new user, their user account is created and the access rights take effect after they have accepted the invitation and signed up. With an existing user as well, the new access rights take effect after they have accepted the invitation and logged in.

With the default configuration, you cannot suspend or delete users in OrgAdmin. Contact your license vendor for support if needed.

You also cannot directly edit users’ details in OrgAdmin, but you can update them using an import. Every logged-in user can also edit their own details on their profile page.

See also how to manage user access to licenses, including removing users from your organization if needed.

View users

1. In the left sidebar, go to Users.

   The list of your organization’s users opens—users who belong to at least one of your organization’s user groups.

   The list shows information on each user, such as their name and email address.

   For non-administrator users, the list also shows the status:

   • Active: The user has signed in within the past 30 days.

   • Inactive: The user has not signed in within the past 30 days.

   • Suspended: The user’s account has been disabled.

2. To view a user’s details, click the Tools menu > View details for the user.

   A dialog opens, displaying the user’s details. You can define which groups the user belongs to by clicking Groups. You can also view the current usage of the licenses by clicking Licenses.

Invite users

You can send an email invitation to invite new and existing users to your organization.

With the invitation, you add the users to user groups, and you can grant administrator access to your organization if needed.

You cannot send an invitation to an email address if an earlier invitation already exists with the same address. This can happen, for example, if the user declined an earlier invitation. See how to resend or delete the earlier invitation.

Do you have the recipients defined in a CSV file? See how to use the CSV import option.

To invite users:

1. In the left sidebar, go to Users and click Invite. A dialog opens.

   (Or, go to Invitations and click Create > New user invitation.)

2. In Recipients, add all the recipients.

   To add a recipient, enter their name to be shown in the email invitation, and their email address, and click the + icon.

   For an existing user, make sure to use the email address defined in their existing user account. If an email address is not yet used in any user account in the system, a new user account is created.

   You can edit a recipient by clicking the pen icon, and delete one by clicking the trash can icon.

3. On the user group list, select at least one group that the users will be added to.

4. In Assign Admin access (optional), select to grant organization administrator access to all the users.

   This assigns them the predefined default OrgAdmin role.

5. In Message (optional), enter a short personal message for the invitation. The invitation will also show your (the inviter’s) name.

   The personal message is added to the default email message. It’s also shown on the web page where the recipient accepts or declines the invitation.

   Any line breaks are ignored—the message is shown as one paragraph of text.

6. Click Invite.

You can also invite users to a specific user group from the User groups page: click the Tools menu > Send invite for the group, and follow the same steps as above.

If your organization is using custom roles to apply different levels of access to different administrators, assign roles to the users accordingly.

Invite users with CSV import option

You can use a CSV import to send an email invitation to invite new and existing users. The users can accept or decline the invitation.

With this import option, you can add new and existing users to user groups, and you can also grant administrator rights if needed.

The format of the CSV file is simple. Use two columns with data on each recipient on a separate row:

• The recipient’s name to be shown in the email invitation

• The recipient’s email address

The column order doesn’t matter. No column header row is needed.

Example:

Bob Jones,bobjones@yourcompany.com
Mary Mills,marymills@yourcompany.com

If the email address is already associated with a user account in the system, the import updates that user. Otherwise a new user is created.

The import can only add more user groups and add administrator access for existing users, it cannot remove any access. The import also doesn’t update the user’s name.

In practice, this import option is just another way to define recipients in the dialog when you’re inviting users, except you use a CSV file instead of entering recipients manually (or you can do both). See the steps on how to invite users, and in the invitation dialog click Import CSV and select the CSV file.

Note: When creating the CSV file, make sure you save the file with the UTF-8 encoding. Otherwise extended characters won’t show correctly such as names with a single quote like O’Malley.

Import users

When you’re inviting a large number of users to your organization, it can be easier to define the recipients in a CSV file (.csv) and use the import feature.

You can use a CSV import to create and update users in the system. No email invitation is sent.

With this import option, you can add new and existing users to user groups, and also define the user details for the imported users’ accounts. For existing users, the details in the import file override their earlier account details.

This import option doesn’t allow granting administrator access.

Note: For new users, the import creates a user account without a password. The import functionality mainly serves use cases where users have to be provisioned and where end users authenticate with an external identity provider.

The CSV file must contain at least the first name, last name, and email address for each recipient. Any additional fields must match user account fields available in the system.

On the first row of the CSV file, specify the column headers for the data fields. On the following rows, specify each recipient’s data on a separate row.

The required fields and the column header names to use (the column order doesn’t matter):

• first name: The recipient’s first name

• last name: The recipient’s last name

• email: The recipient’s email address

Example:

first name,last name,email,professional title
Bob,Jones,bobjones@yourcompany.com,Accountant
Mary,Mills,marymills@yourcompany.com,Designer

If the email address is already associated with a user account in the system, the import updates that user. Otherwise a new user is created.

The import can only add more user groups for an existing user, it cannot remove any.

However, user details can be removed by the import: if the CSV file specifies a column header but the field is empty for a recipient, the import clears that field in the user’s account.

Note: Although the recipient’s first and last name are required, importing is possible with the recipient’s email address only. Also, the first and last name of a recipient can be removed by the import if these fields are empty.

To import users without an email invitation:

1. In the left sidebar, go to Users and click Import.

2. Click Browse, and select the CSV file.

   Note: When creating the CSV file, make sure you save the file with the UTF-8 encoding. Otherwise extended characters won’t show correctly such as names with a single quote like O’Malley.

   After you have selected the CSV file, the import dialog displays the recipient data found in the file.

3. Check that the CSV data was mapped correctly to the system’s user account fields, and click Continue.

4. Select the user groups that the users will be added to.

5. Click Import.

If any of the users need administrator access to your organization, see how to grant access.

Manage user invitations

You can view and manage user invitations to your organization, and resend or revoke them if needed:

1. In the left sidebar, go to Invitations.

   The list of invitations to users and device clients opens.

   The list shows information on each invitation, such as the status, the recipient email address, and the groups that the user or device client was invited to.

   The invitation status can be Pending (not accepted or declined yet), Accepted, Declined, Unsent (not sent yet, for example, due to technical issues), or Expired.

2. On the invitation list, click the Tools menu for an invitation and use the following options:

   • To view an invitation, select View details.

   • To resend the invitation email, select Resend, and click Resend again to confirm.

   • To delete the invitation from the system, select Delete, and click Delete again to confirm.

Grant administrator access to a user

You can grant a user administrator access to your organization already when inviting a user or later on. This gives the user access to the OrgAdmin tool.

To grant administrator access using the predefined default OrgAdmin role:

1. In the left sidebar, go to Users.

   On the user list, the Status column shows Admin for users who have administrator access.

2. To grant administrator access, click the Tools menu > Assign Admin access for the user. Confirm by clicking Assign in the dialog.

   To remove administrator access, click the Tools menu > Unassign Admin access. Confirm by clicking Unassign in the dialog.

   You cannot remove administrator access from yourself.

If your organization is using custom roles to apply different levels of access to different administrators, you can assign some other applicable role instead.