Configuring User Accounts

The Users Page displays a list of user accounts. From this page you can use the control icons to add new user accounts and modify or delete existing accounts. Only accounts belonging to the User Types that you have permission to query are displayed (superusers can query all accounts).

Sorting and Screening the User List

You can sort the list by clicking on the column header. You can also configure an ad hoc filter to screen the list for accounts that match a particular user type, name, or any other field in the user account.

Adding a User Account

You can add a new User in one of two ways - by creating a new account with the  icon or by importing a group of new accounts (see below). If you are creating an individual account, follow the instructions in Creating New Accounts.

Modifying or Viewing an Account Definition

You can view or modify an existing account by clicking the account's  icon. Although there is a mechanism that allows users to reset forgotten passwords, assuming that they know the user name and/or email address associated with their account, you may be called upon to assist users in the reset process or to restore a contributor's deleted email. You can also block individual users from logging in, unlock an account, re-send a contributor notification, and view advanced information about the account. Refer to the topics listed under "Next steps" for more information.

Deleting User Accounts

Click on the account's  icon to delete a single account. To delete a group of accounts, select the accounts using the check boxes next to the user's Last Name and then click the  icon above the account list. In both cases, you will be prompted to confirm the deletion before any action is taken.

When you delete a user's account, all of the information about that user or owned by that user is also deleted. Deleting an applicant's account deletes all of the applicant's documents since the applicant owns the documents, and deleting a contributor's account deletes the information that they contributed to a document since they essentially own their target form. Deleting the accounts of other participants, such as reviewers, is somewhat safer - the entries that they make in another user's document will be retained. Those types of accounts, if mistakenly deleted, could be recreated without causing harm to your data or process.

Deleting an account cannot be undone and the only way to recover applicant or contributor information is to ask Support to restore the most recent backup that contained the deleted information, which means that you will lose any new information that was saved subsequent to that backup. Please take care when deleting user accounts.

Having said all that, if you choose not to archive applications the easiest and quickest way to empty your database of the previous cycle's applications is to delete all of the applicant accounts. Contributor accounts can also be deleted in this scenario since the documents to which they are attached no longer exist and their accounts have been rendered useless.

Exporting User Accounts

The information shown in the Users list can be exported to a Comma Separated Value (CSV) formatted file - a format that off-the-self database and spreadsheet programs can read. If no accounts are selected all accounts in the list will be exported. To only export certain accounts, you can select the accounts using the check boxes or you can screen the list so that it only displays the accounts to be exported. Click the  icon to generate the file and your browser will ask whether you wish to open or save the file. We recommend that you first save the file and then open it.

Importing User Accounts

In order to import users, you must create a Comma Separated Value (CSV) formatted file. (Instead of saving as an Excel file, save as a CSV file). The import titles must include Last Name, First Name, User Type.

Next steps:

Creating New Accounts

Unlocking an Account

Resetting a User's Password

Forcing a Password Change

Blocking an Account

Re-sending a Contributor Notification


Also see:

Using User Accounts

Setting User Permissions

Controlling Information

Using Contributors