User management interface

The purpose of the Users section is to manage access level, contact information, and other settings of WebAsyst account users. Here you can add new users and edit or delete existing ones.

The main window of the Users section contains the main navigation pane on the left and the content view area on the right. In addition, the user details view page also contains an auxiliary vertical pane in the right part of the browser window.

Users

Viewing the list of users

The Users section offers several filters to view the list of account users. To view contacts satisfying the parameters of each filter, click the filter name at the top of the left navigation pane:

• "All users" filter displays all users of the WebAsyst account.
• "Now online" filter displays the list of users currently authorized in the account and using WebAsyst services which are accessible to them. Information about the users who are online is updated automatically.
• "Invited" filter displays all users who were added using an invitation link.
• "Temporarily disabled" filter displays the users for whom access to the account has been temporarily blocked. Users from this list will be able to log in to their accounts only after they are explicitly allowed to do so.

User lists displayed by each of the above mentioned filters can be viewed in one of the following modes: as a table, as a list with users' details and photos, and as a brief list with only names and photos. To change the view mode of the currently selected filter, use the buttons next to the "View" caption in the top-right corner of the window.

You may also limit the maximum number of users simultaneously displayed on the screen by selecting one of the following fixed values: 30, 40, 50, 60, or 70. To change the number of viewed users, click the current value in the bottom bar.

If the user list contains several pages, view other pages by using the navigation links in the left part of the bottom bar.

In order to print a list of users, select the desired view mode, then click the "printer" icon in the top-right corner. The new page/tab of the browser will appear with the list of users and the "Print" button – click it to print the list.

Adding users

Users of a WebAsyst account can be added by several methods:

Manually adding a user

1. In order to add a new account user, click "Add a new user" at the top of the left-hand navigation pane.
2. In the pop-up window enter the details of the new user: first name, middle name, last name, login name, and password.

Note: At least one of the name fields must be filled. The password must be entered twice: in fields "Password" and "Confirmation".

3. Then click "Save". The next page will contain the details of the new user. Be sure to set up the user's access rights on this page, otherwise he/she may see an empty screen upon login to the account!
4. Communicate the account login information to the new user: the account URL, the login name, and password.

Inviting users

You may allow new users to create their login name and password themselves by sending them an invitation link. The invitation link is used to allow new account users to register themselves on a special registration page. The invited user should click the link, enter the desired login name and a password, and confirm registration to complete the account creation.

1. In order to invite a new user, click "Add a new user" at the top of the left-hand navigation pane.
2. In the pop-up window enter contact details of the new user: first name, middle name, and last name.

Note: At least one of the name fields must be filled.

3. Enable the "Let this user create their own login name" option and click "Save".
4. On the next page set up user properties under the tabs "Settings", "Groups", "Access rights", as described below in section "User setup".

Note: Be sure to configure access rights for the new user! Otherwise he/she may see an empty page upon login to the account.

5. Click "Send invitation now".

Tip: If you decide to enter the login name and password for the new user yourself, click "create login for this user yourself". In order to cancel the account before its creation is completed, click "Delete user account" at the page top.

6. A click on the "Send invitation now" link will open the page which allows you to prepare and send an invitation link to the prospective account user. The invitation link is automatically added to the message body. Enter the sender's email address, edit the message subject and text, and click "Send".

The person who has received the invitation link should use it to open the user account registration link, enter the desired login name and password, and click "Enter". After the login, the new user may proceed to using the WebAsyst services accessible in the account.

Creating a user from a contact

A user of a WebAsyst account can also be created from a contact in the WebAsyst Contacts database as described below:

1. Open WebAsyst Contacts.
2. Open a folder, a list, or the results view page and click the desired contact's name.
3. Use the "Create user account for this contact" link in the right-hand vertical pane.
4. In the pop-up window enter a login name and a password for the new user and click "Save".

If you prefer the new user to create a login name and a password him/herself, enable the "Let this user create their own login name" option and click "Save". Then follow instructions provided in section "Inviting users".

User setup

In user settings one can edit his/her contact information (name, email address, photo), account properties (interface language, time zone, available disk volume, access rights), and user notes (any notes relating to the specific user, which can be used as a simple online notepad).

To view and edit a user's properties, open the list of all account users and click the name of desired user. On the next page click navigation links in the right-hand navigation pane to select the necessary settings section.

Editing contact information of a user

On the page with user details, click any of the following areas to edit its contents: photo, name, email address. You may also click the following section titles to edit contact fields inside them: "Phones", "Home", "Business". After entering data in each section click "Save" in the editing area to update the modified fields.

To edit all user's fields at one time, click the "Edit" button in the "Contact information" section of the right-hand vertical pane. After entering new data, click "Save" at the page bottom.

User notes

In each user's properties there is a section for storing additional textual information about the user. This section can be used as a simple online notepad where any useful notes can be added.  An unlimited number of records related to each account user may be added.

In order to add a new record in this section, enter the desired information in the text area and click "Save". A new record will appear in the list. To make changes to a record or to delete it, use links "Edit" and "Delete".

User account

In the "User account" section the main system parameters of a user account can be configured. The parameters setup tools are available under several tabs: "Settings", "Groups", "Access rights".

Settings

To change any of the parameters listed under this tab, click the parameter's value next to its name. To display all setup fields at one time, click "Edit user settings" on the right.

• Language: select the language in which all text strings within the user's account should be displayed.
• Time zone: select the correct time zone of the user's location.
• Daylight saving time: enable this option if daylight saving time is applied within the selected time zone.
• User local time: this value is not editable and depends on the two previous parameters.
• Start Page: choose which section of the WebAsyst account should open after the user logs in.
• Storage space (KB): enter the maximum limit of storage space (in KB) into which the user is allowed to upload files to his/her account using all WebAsyst services. Leave this field empty to remove any limitations.
• SMS messages: enter the maximum limit of the number of SMS messages which may be sent by the user during one month.

Groups

Groups are useful for quick assignment of equal or similar access rights to several users. Group creation and setup procedures are explained in detail in section "User groups".

Use the two list boxes "Included" and "Not Included" to add the user to one or several existing groups. To do so, select the name of the desired group in the "Not Included" list and click the left-arrow button — this will move the selected group to the "Included" list. Once all necessary groups have been selected, click "Save".

Access rights

This section allows you to set up personal access rights for the user. Setting up personal access rights is most efficient when combined with group access rights. A group is granted privileges which should be common for all its members, and each user's personal access settings should contain individual values not available in group access rights.

Information on the access setup page is displayed as a table of the following structure:

• first column contains the names of WebAsyst services and their separate sections;
• second column contains setup tools for editing personal access rights of the user to WebAsyst services;
• third column contains group access values which depend on the access settings of all groups in which this user is included.

In order to change the user's access level to a certain WebAsyst service, select the desired value from the drop-down list across the name of the service:

• "administrator": selecting this option will grant unlimited access to the corresponding WebAsyst service;
• "custom": selecting this option will add more rows to the table under the current row, where you can configure user's access to separate functions and sections of this WebAsyst service;
• "no access": selecting this option will disable user's access to the corresponding WebAsyst service.

When changing access level to separate elements of a WebAsyst service (folders, albums, projects, books) you may specify several access level values: "Read", "Write", and "Full". Exact meanings of these values are described in the user manuals for each WebAsyst service.

When selecting access level the following rule should be always taken into account: if group access level is different from that of the user's access, then the highest of these values will apply.

For example, if group access level is "Read", and the "Personal" column for the same item contains "Full", then the resulting access rights for this item will be "Full".

Note: Be careful when changing access rights — selected values are applied immediately. Clicking a confirmation button on this page is not necessary.

In order to temporarily disable a user's access to his/her account, click the " Temporarily disable login" link at the page top. In order to enable the previously disabled user account, use the "Enable" link to the right of the "Login temporarily disabled" string.

Deleting users

There are two ways to delete a user account: full user deletion and account deletion.

User account deletion

In order to block permanently a user's access to the account, it is sufficient to delete his/her account. In this case the user loses the ability to use WebAsyst services in your account; however, his/her contact information (e.g., name, email address, postal address, etc.), as well as user notes, will remain in the WebAsyst Contacts database.

In order to delete a user's account, open the user details view page as described in section "User setup", and select section "User account" by clicking a link on the right. Then click "Delete user account" and confirm deletion in a dialog box.

Full user deletion

Note: Full deletion of a user will destroy all user-related information from the entire WebAsyst database including his/her contact details. Be careful when deleting users!

In order to completely delete a user, open the full user list, mark the name of the user, which should be deleted, and select menu item "Actions -> Actions with selected users -> Delete users". Confirm deletion in a dialog box.

User groups

User groups are used for quick assignment of access rights to more than one user of a WebAsyst account. The use of groups is most efficient when it is necessary to assign equal or similar access rights to a large number of users.

A group is a virtual combination of access levels to WebAsyst services. Any account user who is included in a group automatically receives the same access level which has been granted to that group.

Any account user can be included in an unlimited number of groups. A user may also be excluded from any of the groups. In this case group access settings are not applied to such a user, while his/her personal access rights become effective. Personal access rights setup is described in detail in section "User setup -> User account -> Access rights".

Adding groups

To be able to add a user to a group, at least one group must exist in the Users section. The list of groups is available in the left-hand navigation pane under the "Groups" caption.

1. In order to add a group, click "Add" to the right of the "Groups" caption in the left-hand navigation pane.
2. On the next page enter the group name in the text field.
3. Select users in the "Not Included" list box and add them to the new group by clicking the left-arrow button.

Tip: Adding users to the group is not required at this step — it can be done at any later time during the group setup.

4. Complete the group creation by clicking "Create group".

User group setup

After the creation of a new group, the group access setup interface will appear. Group access rights are set up following the same rules as personal user access rights, as described in section "User setup -> User account -> access rights".

Note: Be careful when changing access rights — selected values are applied immediately. Clicking a confirmation button on this page is not necessary.

In order to edit settings (list of users and access rights) of an existing group, click its name in the common list under the "Groups" caption in the left-hand navigation pane.