Managing Users
From ResourceSpace Documentation Wiki
Contents |
User Accounts
When a new user requests an account, you will receive an email notification with their name and email address.
To create a new user account:
- 1. Log in as administrator and go to the Team Centre.
- 2. Select Manage Users
- 3. Enter a username. Usernames should use alphanumeric characters only and should be lower case.
- 4. Click the ‘suggest a password’ button
- 5. Fill in the persons full name, and select a group.
- 6. Fill in their email address.
- 7. If the person only needs access for a short period of time, you can fill in an expiry date
- 8. Tick the ‘Tick to e-mail this user their username and password’ box and the user will be
automatically notified of their new account.
- 9. Select ‘Save’ to complete the account creation.
Lost Passwords
If someone contacts you because they have lost their password, direct them to click the ‘Click here if you have forgotten your password’ link on the site login page. A new password will be automatically generated.
Editing User Details
- 1. Log in as administrator and go to the Team Centre.
- 2. Select Manage Users. You will see a list of all current users.
- 3. Click ‘edit’ beside the name of the user you wish to change
The fields are as follows:
- Username: The username used to log in to the system. This must be alphanumeric only, i.e. no spaces or symbols.
- Password: The user’s password will not be displayed as it is not stored - a one way encrypted hash is stored instead for security purposes. Therefore you will not be able to tell a user their password if they ask for it - you’ll have to issue a new password. Passwords manually entered must meet the password security requirements (such as minimum length and complexity), and it’s usually easier to click “Suggest” and have the system create a password randomly that will meet the security requirements.
- Full Name: This is not essential but if provided it is displayed at the top of the screen when the user is logged in.
- Group: Select a user group from the list. This will determine the access that the user will have to the system, including the access to the relevant Asset Libraries.
- E-mail address: Used to send the user notifications, for example if someone shares an asset with them, or if the user requests a password reset.
- Account Expires: An optional date that, when reached, the account will cease to be operational. This is useful for giving someone temporary access to the system.
- IP address restriction: An option list of IP addresses that can the user can access the site from. If this is not blank the IP address the user is connecting from must be within this list. Wildcards can be used, for example 194.128.*.
- Comments: Optional and can be used by administrators, for example to add the reason that the account was created.
- Tick to e-mail this user their username and password: This is only enabled if you have used the ‘Suggest’ feature to have the system suggest a new password. Tick this box to send the user their username and password via e-mail when you click “Save”.
- Approved: If user accounts have been requested by completing the user request form, then the accounts will not be approved by default and must be approved manually. Users will only be able to log in if this box is ticked.
- Tick to delete the user: Tick the box and click “Save” to remove this user.
- Log in: Click to log in as this user, so you can check that their account is working correctly.
Deleting Users
- 1. Log in as administrator and go to the Team Centre.
- 2. Select Manage Users. You will see a list of all current users.
- 3. Click ‘edit’ beside the name of the user you wish to delete
- 4. At the base of the user details page, select the box that says ‘Tick to delete this user’
- 5. Select ‘Save’ to delete the account
User Account Requests
By default the user account request form simply sends an e-mail to the notification address and the user account must then be manually created.
To remove the manual step, you can enable automatic account creation by setting the following in config.php:
$user_account_auto_creation=true; $user_account_auto_creation_usergroup=6;
The number 6 should be replaced with the default user group you'd like new accounts to be created within.
This works as per the default e-mail system, except the e-mail you get requesting the account has a link to click to go straight to the user record so you can approve/edit/delete the account as appropriate. The 'e-mail this user their password' box is ticked by default so they will receive their login details when you approve them.
Non-approved accounts can be seen in the user management screen as with approved accounts. You can click the "Approved / Last Active" heading to bring them all to the top.
