Users management of an organization
- Fernanda Walker
The Organization is the top level of the MonoM customer account and only users with permissions will be able to access its administration space. A customer account can have one or several organizations.
You can get there by clicking on the selector on the left side menu below the MonoM logo that indicates the organization or project you are in. You will see the name of the Organization in gray and in capital letters and, if you have the appropriate permissions, you will see a gear icon.By clicking on this icon, you will access the Organization's administration area and, once you select the "Users" option in the menu on the left, you will be able to start managing the organization's users.
These are the functionalities available within this module:
Invite users
If you have the required permissions, you can invite a new user to join the organization from the "+ Add user" button in the users panel.
A window will open where you can add the email address of one or more users you want to invite:
The users invited will appear in "Pending" status until they accept the invitation through the link they will receive in their email when the invitation is sent. Even if the users are in “Pending” status, you can add them to the projects you want and as soon as they accept the invitation they will be able to access them.
If you want to cancel an invitation, you can do so from the 3-dot icon by selecting the "Cancel invitation" option.
Once the user has accepted the invitation, the "Pending" status will be cleared.
User registration
When inviting a user, she/he will receive an email with a link to accept the invitation.
If the user is not yet registered on the platform, the link will take her/him to the registration form.
Once the invited user has completed the form, she/he will be able to access the organization.
View user information
To access a user's information, click on the 3-dot icon and select the "View information" option:
A window will open with the name, e-mail and groups where the user has been added to. If the user has not been added to any group, this last field will be empty.
Creating groups
You can group users to make it easier to manage the members of each project, since by adding a group to a project, you will be adding all the users that are part of it in a single step.
To create a group, the first thing you will need to do is switch from the users panel to the groups panel by clicking on the "Groups" tab.
Once the "Groups" panel is displayed click on the "New group" button.
This will open a window in which you can name the group, as well as search for and add the users you want to be part of it:
To create the group you have to add at least one user, but later on you will be able to edit the group, either to delete or add new users. Once you are done, click on "Create group":
The new group will be added to the list of groups in the "Groups" panel. The number next to the 3-dot button in each group corresponds to the number of users in each group.
Edit group information
To edit the name and users of a group, click on the 3 dots button and select the "Edit information" option:
This will open a window where you can change the name of the group, delete or search for and add new users. Once you are done, click the "Save" button.
Assigning users and/or groups to projects
You can assign a user or a group of users to a project, that is, add them to the project so that they can access it and its contents.
If you want to add a user, in the "Users" panel, locate the user and place the mouse over the 3-dashed icon on the left side to drag it; drop it on the project to which you want to add it.
Once added, you will see the name of the user within the project. The number next to the project name corresponds to the number of users in it.
In addition to adding individual users, you can also select and add several users at once by clicking on the check box next to the user's name. Once you have selected all the users you want to add simultaneously, place the mouse over the 3-dashed icon on the left side of any of the users, then drag and drop them all at once onto the project you want.
The arrow to the right of each project name allows you to open and collapse the project. If you have it open, you will see the list of users and groups that have been added so they can access the project.
If you want to add a group to a project, first click on the "Groups" tab in the side panel, as shown in the image:
You can add one or several groups at a time, either by dragging one or selecting several and dropping them on the project to which you want to add them.
When you drop them, you will see the group(s) you have added in the project list:
The arrow to the right of each group name allows you to open and collapse the group. If you have it open, you will be able to see the list of users that are part of the group. If you need to edit the users within the group, you can do it from the "Groups" panel.
Remove users and/or groups from a project
Removing a user or group from a project means removing access permissions to that project, but the user or group still exists in the organization and can be found and added back to that or another project at any time.
To remove a user or group from a project, just click on the "X" icon at the right side of each user and group:
Deactivate a user from the organization
Deactivating a user from an organization means deleting it completely from the organization. By deactivating, that user will no longer exist both in the organization and in the projects to which she/he has been invited/added.
To deactivate a user look for it in the side panel under the "Users" tab list, click on the 3 dots icon and select the "Deactivate user" option:
A window will open for you to confirm that you want to deactivate that user:
Delete a group from the organization
Deleting a group from an organization removes it completely not only from the organization, but also from the projects to which it was added. Users within the group will continue to exist, but if they had been included in one or more projects through the group, they will lose access.
To delete a group from an organization, find it in the side panel under the "Groups" tab list, click on the 3-dot menu and select the "Delete group" option:
A window will open for you to confirm that you want to delete the group: