TABLE OF CONTENTS
- What Roles are available?
- How to Invite users
- How to Remove User(s)
- How to edit user information
- How to Manage Roles and Permissions
- How to Assign/Unassign user to a role
- What is the user experience after you add a user through MyOrg?
Overview of User Management
The module allows admin users to manage users and roles. The user must have the ‘Administration’ role/group set, in order to add, edit, and delete users or to assign users to roles and locations.
An Admin user can do the following through MyOrg:
View a list of users. For each user, the user name and email address are provided
Invite users or multiple users by providing email addresses, assigning roles and locations
Remove users
Change user properties. Update their names or assign the user to one or more roles, as well as locations
View a list of roles. Role name and number of assigned users to that role are displayed
Assign and Unassign user to roles
What Roles are available?
ZAGENO provides 4 pre-defined roles: Scientist, Procurement, Management, Administration. Each role has permission to perform the tasks shown in the list below:
Scientist (default role), every user within the organization will be set as ‘scientist’, no exceptions. Scientists can browse and compare products, create wish-list and order lab supplies
Procurement: ideal for finance and accounting staff, this role give complete payment and billing capability, as well as manage cost center and approval route
Management: management can only view locations and users' information. They can also approve orders if the procurement role assigns them to approve order requests
Administration: this role has complete control over users and locations. They can appoint new users and change existing user roles, as well as assign locations to users
How to Invite users:
Admin users can invite users to join their organization by using invitation form through MyOrg. During the invitation flow, admin users have possibilities to assign invited users to roles and locations. After sending the invitation, invited users will receive an Invitation email that allows them to activate their account and then start to use the ZAGENO platform as an organization user.
The invitation link will expire in 30 days. If the invited user hasn’t finished setting up the account within 30 days, the account will be removed from the Users screen and Admin users need to invite that user again.
The user can invite up to 50 users at once. If the user wants to add more than 50 users, s/he can do multiple invite sessions.
Below are the steps to invite users to join organization’s account:
Step 1: Enter Email(s)
Enter the email address(es) in the address field
Hit Enter or type a comma to submit the email
Email addresses will be added automatically to the selected emails list.
Select Confirm to go to the next step
*Important note: Invalid emails will not be sent
Step 2: Assign roles to the Invited user(s)
Select a role that you wish to assign to the invited users, you can also select more than one role
Select Confirm to go the next step or Go Back to go the previous step
*Important note: You can assign users to multiple roles
Step 3: Assign locations to the Invited User(s)
Select a location that you wish to assign to the users, you can select more than one location
Select Confirm to submit the form or Go Back to go the previous step
*Important Note: The invited user(s) will receive an Activation email right after admin user submits the invited form
The pending status will be shown on the Users table if the invited users haven’t activated their account
*Important Note: Activation links will expire after 30 days
How to Remove User(s):
Admin user has a possibility to remove users from the organization permanently via Users screen
Once the user has been removed from the organization, that account has no access to the ZAGENO platform entirely and it will be removed from the Users screen and be deactivated in Admin and Okta
Below are the steps to remove a user:
Find the account you want to remove from your organization
Hover on the Account, select Trash Icon
Click on Confirm to delete the user
How to edit user information:
Admin user has possibilities to edit user account’s information, including first name, last name, roles and locations
Once the admin user updates any user account’s information, those changes will be updated accordingly
Below are the steps to edit a user account:
Find the account you want to edit
Hover on the account, select the Pencil icon
On the Edit user screen, you can update the user’s name or assign/unassign role(s) and location(s)
On the Edit user screen you can:
update the user’s name
assign/unassign role(s)
assign/unassign location(s)
How to Manage Roles and Permissions:
The Roles and Permissions page under User Management section will give you an overview of the roles that are available to assign your organization users, as well as how many users are currently assigned to each role:
If you want to see or edit which users are currently assigned to each role, simply click on the pencil icon at the bottom of the page:
You can assign/unassign user directly to that role by clicking the Assign Role button
To assign a user to that role, simply click on the Plus icon
To unassign, click on the Check icon
How to Assign/Unassign user to a role:
You can assign/unassign user directly to that role by clicking the Assign Role button
To assign a user to that role, simply click on the Plus icon
To unassign, click on the Check icon
After submitting the form, you will see the confirm popup message as below:
What is the user experience after you add a user through MyOrg?
After the admin has submitted the invitation form, an Activation email will be sent to the invited user.
When the invited user clicks on the Activate Account button, s/he navigates to the Account Activation page and is asked to provide the password, first name, and last name to complete the signup process
*Important note: Password requirements are at least 8 characters long, a lower case letter, an uppercase letter, a number and no parts of your user name
