Managing Users

This procedure guide explains how to use the Users tab to manage users in your organization. The Users tab allows administrators to view, add, edit, and manage user accounts, roles, permissions, and statuses.

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Table of Contents

1. Accessing the Users Tab
2. Understanding the Users Table
3. Filtering and Searching Users
4. Viewing User Information
5. Adding New Users
6. Editing User Roles
7. Changing User Status
8. Managing Project Permissions
9. Resending Invitations
10. Deleting Users
11. Customizing Table View
12. Key Features Summary
13. Best Practices
14. Troubleshooting
15. Security Notes

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Accessing the Users Tab

Step 1: Navigate to Admin Dashboard

1. Log in to the application with admin privileges
2. Navigate to the Admin Dashboard (typically accessible from the main navigation menu)
3. The dashboard displays several cards showing statistics and quick access to different admin features

Step 2: Access the Users Tab

You can access the Users tab in two ways:

Option A: Using the Users Card On the Admin Dashboard, you will see a card labeled “Total users” that displays:

• Total number of users in your organization
• Breakdown of user types: Admins (in yellow), Users (in blue), and Third Party (in purple)
• A “Manage” button in the bottom-right corner

Option B: Using the Navigation Tab You can also directly select the “Users” tab from the top navigation tabs in the Admin section. This tab is located alongside other admin sections such as Dashboard, Audit Logs, Projects, Managing Files, Client Handover, and Settings.

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Understanding the Users Table

After accessing the Users tab, you will see a comprehensive table displaying all users in your organization:

Table Columns:

• Select: Checkbox to select individual users or all users on the page
• User: Displays user avatar, name, and email address
• Role: Shows the user’s role (Admin, User, or Third Party) with color-coded tags
• Organization: Displays the organization name the user belongs to
• Status: Shows the user’s current status (Active, Invited, Pending, or Inactive) with color-coded tags
• Last Accessed: Displays the date and time the user last accessed the system
• Projects: Shows project badges the user has access to (up to 2 visible, with “+X more” indicator)
• Actions: Three-dot menu (⋮) for accessing user management options

Top Controls:

• Filter by Email: Search box to filter users by email address
• Refresh Button: Updates the user list with the latest data
• Add User Button: Opens the form to create a new user
• Columns Dropdown: Allows you to show/hide specific columns

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Filtering and Searching Users

Step 1: Filter by Email

1. Locate the “Filter by email…” search box at the top-left of the table
2. Type the email address (or part of it) you want to search for
3. The table will automatically filter to show only matching users
4. Clear the search box to show all users again

Step 2: Filter by Role

1. Locate the “Role” column header in the table
2. Click the filter icon (funnel icon) next to the “Role” header
3. A dropdown menu will appear with options:
   • All Roles: Shows all users regardless of role
   • Admin: Shows only admin users
   • User: Shows only regular users
   • Third Party: Shows only third-party users
4. Select the desired role filter
5. The table will update to show only users with that role

Step 3: Sort Columns

1. Click on any column header that has a sort icon (up/down arrows)
2. Click once to sort in ascending order
3. Click again to sort in descending order
4. Click a third time to remove sorting
5. Sortable columns include: User, Role, Organization, Status, and Last Accessed

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Viewing User Information

Step 1: View User Profile

1. Click on any user row in the table (not on the actions menu or project badges)
2. A User Profile Modal will open displaying:
   • User avatar and name
   • Email address
   • Role and status
   • Organization
   • Project permissions
   • Last accessed timestamp
   • Account creation date
3. Review the user information
4. Click outside the modal or press “Close” to return to the table

Step 2: View Project Permissions

1. In the Projects column, you can see project badges the user has access to
2. Click on any project badge or the “+X more” indicator
3. A Project Permissions Modal will open showing:
   • All projects the user has access to
   • Project names with color indicators
   • Options to add or remove project access
4. Make changes if needed (see “Managing Project Permissions” section)
5. Click “Save” to apply changes or “Cancel” to close without saving

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Adding New Users

Step 1: Open Add User Form

1. Click the “Add User” button in the top-right area of the Users tab
2. The “Add New User” modal will open

Step 2: Fill in User Information

Required Fields:

1. Email: Enter the user’s email address (required)
2. First Name: Enter the user’s first name (required)
3. Last Name: Enter the user’s last name (required)

Optional Fields: 4. Username: Enter a username (optional)

Step 3: Select User Role

1. In the Role section, select one of the following:
   • User: Regular organization user
   • Third Party: External user with limited access
2. Note: Admin role is assigned separately using the “Admin” checkbox” (see below)

Step 4: Set Admin Status (Optional)

1. If you want to make this user an admin, check the “Admin” checkbox
2. When checked, the user will have admin privileges regardless of their role selection
3. The role selection will be disabled and show “Overridden by Admin”

Step 5: Select Project Permissions

1. In the Project Permissions section, you must select at least one project
2. Click on project checkboxes to grant access to specific projects
3. You can select multiple projects
4. Important: At least one project must be selected to create a new user

Step 6: Set Initial Status

1. The user’s status will be set to “Invited” by default
2. This means an invitation email will be sent to the user

Step 7: Create User

1. Review all the information you’ve entered
2. Click the “Save” or “Create User” button
3. The system will:
   • Create the user account
   • Send an invitation email to the user
   • Display a success message with a countdown timer
4. The new user will appear in the users table with “Invited” status

Step 8: Invitation Success Confirmation

After creating a user, you will see:

• A success message confirming the invitation was sent
• The user’s email address
• A countdown timer (typically 8 seconds)
• The modal will automatically close when the timer reaches zero

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Editing User Roles

Step 1: Open Edit User Modal

1. Locate the user you want to edit in the table
2. Click the three-dot menu (⋮) in the Actions column
3. Select “Edit Role” from the dropdown menu
4. The “Edit User Role” modal will open

Note: You cannot edit your own role. If you try to edit yourself, you’ll see a message: “You cannot modify your own admin privileges.”

Step 2: Review Current User Information

The modal displays:

• User’s name and email (read-only)
• Current role and admin status
• Current project permissions

Step 3: Change User Role

1. In the Role section, select the new role:
   • User: Regular organization user
   • Third Party: External user with limited access
2. Note: If the user is an admin, the role selection will be disabled and show “Overridden by Admin”

Step 4: Change Admin Status

1. Check or uncheck the “Admin” checkbox to grant or remove admin privileges
2. Important: You cannot remove your own admin privileges
3. If you try to modify your own admin status, you’ll see an error message

Step 5: Update Project Permissions (Optional)

1. In the Project Permissions section, you can:
   • Check projects to grant access
   • Uncheck projects to remove access
2. You can modify the project permissions as needed

Step 6: Save Changes

1. Review all changes you’ve made
2. Click the “Save” button
3. The system will:
   • Update the user’s role and permissions
   • Display a success message if the role changed
   • Update the user in the table immediately

Step 7: Role Change Success Confirmation

If the user’s role changed, you will see:

• A success message showing the role change
• “From [old role] to [new role]” confirmation
• A countdown timer
• The modal will automatically close

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Changing User Status

Step 1: Open Status Change Modal

1. Locate the user whose status you want to change
2. Click the three-dot menu (⋮) in the Actions column
3. Select “Change Status” from the dropdown menu
4. The “Change User Status” modal will open

Step 2: Select New Status

1. Choose from the following status options:
   • Active: User can access the system
   • Inactive: User account is disabled
   • Invited: User has been invited but hasn’t accepted yet
   • Pending: User is in the process of completing registration

Step 3: Confirm Status Change

1. Review the status change you’re about to make
2. Click the “Save” or “Update Status” button
3. The user’s status will be updated immediately
4. A success message will appear confirming the status change

Step 4: Status Update Success

After changing a user’s status, you will see:

• A success message confirming the status change
• The new status displayed
• A countdown timer
• The modal will automatically close

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Managing Project Permissions

Step 1: Access Project Permissions

You can access project permissions in two ways:

Method A: From the Projects Column

1. Click on any project badge in the Projects column
2. Or click the “+X more” indicator if there are more than 2 projects

Method B: From the Actions Menu

1. Click the three-dot menu (⋮) in the Actions column
2. Select “Project Permissions” from the dropdown menu

Step 2: View Current Permissions

The Project Permissions modal displays:

• User’s name and email
• List of all available projects in your organization
• Checkboxes indicating which projects the user currently has access to
• Project names with color-coded indicators

Step 3: Modify Project Access

1. To grant access: Check the checkbox next to a project name
2. To remove access: Uncheck the checkbox next to a project name
3. You can select or deselect multiple projects at once

Step 4: Save Changes

1. Review the project permissions you’ve selected
2. Click the “Save” button
3. The changes will be applied immediately
4. The Projects column in the table will update to reflect the new permissions

Step 5: Cancel Changes

1. If you don’t want to save your changes, click “Cancel”
2. The modal will close without applying any changes

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Resending Invitations

Step 1: Identify Invited Users

1. Look for users with “Invited” status in the Status column
2. These are users who have been invited but haven’t accepted the invitation yet

Step 2: Resend Invitation

1. Locate the user with “Invited” status
2. Click the three-dot menu (⋮) in the Actions column
3. Select “Resend Invite” from the dropdown menu
4. The system will:
   • Send a new invitation email to the user
   • Update the user’s status to “Invited”
   • Display a success message

Step 3: Confirmation

1. You will see a confirmation message: “Invitation resent successfully!”
2. The user will receive a new invitation email with a link to accept the invitation

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Deleting Users

Step 1: Open Delete Confirmation

1. Locate the user you want to delete
2. Click the three-dot menu (⋮) in the Actions column
3. Select “Delete User” from the dropdown menu
4. The “Delete User” confirmation modal will open

Step 2: Confirm Deletion

Important Restrictions:

• You cannot delete admin users - you must remove admin privileges first
• You cannot delete your own account - you’ll see an error message if you try

1. The modal will display:
   • A warning message about permanent deletion
   • The user’s name and email
   • A confirmation text field

Step 3: Type Confirmation Text

1. To confirm deletion, you must type “DELETE” (in uppercase) in the confirmation field
2. The delete button will remain disabled until you type the exact text
3. This prevents accidental deletions

Step 4: Execute Deletion

1. After typing “DELETE”, the “Delete User” button will become enabled
2. Click the “Delete User” button
3. The system will:
   • Permanently delete the user account
   • Remove the user from the table immediately
   • Display a success message with a countdown timer

Step 5: Deletion Success Confirmation

After deleting a user, you will see:

• A success message confirming the deletion
• The deleted user’s name
• A countdown timer (typically 10 seconds)
• The modal will automatically close

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Customizing Table View

Step 1: Show/Hide Columns

1. Click the “Columns” dropdown button in the top-right area
2. A dropdown menu will appear listing all available columns
3. Check or uncheck columns to show or hide them
4. The table will update immediately to reflect your changes

Step 2: Available Columns

You can toggle visibility for:

• Organization: Show/hide the organization column
• Last Status: Show/hide the last status change timestamp
• Created: Show/hide the account creation date
• Other optional columns as available

Step 3: Reset Column Visibility

1. To show all columns again, check all boxes in the Columns dropdown
2. To hide columns, simply uncheck them

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Key Features Summary

User Management Features

• Add Users: Create new user accounts with invitations
• Edit Roles: Change user roles and admin status
• Change Status: Update user account status (Active, Inactive, Invited, Pending)
• Delete Users: Permanently remove user accounts (with confirmation)
• View Profiles: View detailed user information

Permission Management Features

• Project Permissions: Grant or revoke access to specific projects
• Role-Based Access: Assign roles (User, Third Party, Admin)
• Admin Privileges: Grant or remove admin privileges

Communication Features

• Resend Invitations: Send new invitation emails to invited users
• Resend Codes: Resend verification codes to pending users

Table Features

• Filtering: Filter by email or role
• Sorting: Sort by any column (User, Role, Status, Last Accessed, etc.)
• Search: Quick search by email address
• Column Visibility: Show or hide columns as needed
• Refresh: Update the user list with latest data

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Best Practices

Before Adding Users

1. Verify Email: Ensure the email address is correct before creating the user
2. Plan Permissions: Decide which projects the user should have access to
3. Choose Role: Determine if the user should be a regular user, third party, or admin
4. Check Existing Users: Use the filter to check if the user already exists

When Managing Users

1. Review Before Changes: Always review user information before making changes
2. Test Permissions: Verify project permissions are correct after changes
3. Monitor Status: Keep track of user statuses (Invited, Pending, Active)
4. Resend When Needed: Resend invitations if users haven’t accepted after a reasonable time

Security Considerations

1. Admin Privileges: Only grant admin privileges to trusted users
2. Role Assignment: Assign appropriate roles based on user needs
3. Project Access: Grant project access only to users who need it
4. Regular Review: Periodically review user accounts and permissions

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Troubleshooting

Issue: Cannot Edit Own Role

Solution:

• This is by design for security reasons
• Ask another admin to modify your role if needed
• You cannot modify your own admin privileges

Issue: Cannot Delete Admin User

Solution:

• You must first remove admin privileges from the user
• Edit the user and uncheck the “Admin” checkbox
• Then you can delete the user

Issue: Cannot Delete Own Account

Solution:

• This is a security feature to prevent accidental self-deletion
• Ask another admin to delete your account if needed

Issue: User Not Receiving Invitation Email

Solutions:

• Check the user’s email address is correct
• Use “Resend Invite” to send a new invitation
• Verify email server configuration
• Check spam/junk folders

Issue: Project Permissions Not Saving

Solutions:

• Ensure at least one project is selected
• Refresh the page and try again
• Check that you have admin privileges
• Verify the user account is active

Issue: Filter Not Working

Solutions:

• Clear the filter and try again
• Check for typos in the email search
• Refresh the page
• Try filtering by role instead

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Security Notes

• Only users with admin privileges can access the Users tab
• Admins cannot modify their own roles or delete their own accounts
• Admin users cannot be deleted - remove admin privileges first
• All user management actions are logged in the audit trail
• User deletions are permanent and cannot be undone
• Project permissions follow organization-level access controls

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