Managing Users and Recipients

Managing Users and Recipients


This article describes the options for managing your company's Users and Optional Recipients. To access your company's Users, select the Admin tab from the Admin Portal navigation bar then select Users from the drop down menu.


User vs. Recipient

A User is someone who has an account to access the Field2Base system. A User can have different roles set within the Portal to control what they have access to. For example, a User could be a driver who is accessing Field2Base on a mobile device, an office administrator who is designing and publishing forms or a manager who is approving forms through workflow.
A Recipient is purely a name and an email address which is available to your company's Users. Recipients are designed to be part of an “Address Book” which Users can quickly select to send forms to. Recipients do not have access to any components of the Field2Base system.

Viewing Users and Recipients

You can view a list of your company's Users and Recipients on the Users page. The default view shows Users Only. You can sort your list by clicking on the hyperlinked column headers (in blue). You can also download a CSV file of your list by clicking the Excel button.

Using the Show/Hide Filters

To modify your list, you can use the show/hide filters. You have the ability to filter by User Type (Users Assigned to Tablet, All Users and Recipients, Users Only or Recipients Only), Folder, Username, First Name, Last Name and E-Mail Address.


Creating a User

1. Click the  Create User  button.

2. Fill in User information fields. An e-mail address, username, password, first name and last name are required for all Users.

A. Passwords

Auto-generate Password:  Allows you to generate a secure random password rather than creating one manually.
Note: The password rules for your company are available under Admin > Company Profile > System Settings. The default password rules for new companies are Minimum Length of 8, Mixed Case and Digit required.
Send Login Credentials in E-mail:  Sends the username and password information to the User.
Password Never Expires:  Set the password to never expire for a User regardless of your company password settings.
Note: The password expiration is available under Admin > Company Profile > System Settings. The default expiration for new companies is 0 (never expires).
Force Password Change on Next Login: Force a user to set their own password when they log in.
Allow use of Forgot Tool for Password Resets: (checked by default) Allows the user to use the Forgot Password tool to reset their own password. If this is not checked, the User will need to have an Admin reset their password.

B. Folders

Select which Folder(s) this User will have access to. A User should be associated with at least one Folder and can have access to multiple Folders. 
Note: Users can also be associated with Folders on the Folders page of the Portal when creating or editing a Folder.

C. Groups

Select which Group(s) this User needs to be part of. Groups are used for basic or custom workflows and are not applicable to all Companies.
Note: Users can also be added to Groups on the Groups page of the Portal when creating or editing a Group.

D. Roles

Select which Role(s) this User needs to set which parts of the Portal they should have access to. A description of available Roles for your Company can be found on the Roles page of the Portal. Please read the article on  Roles in the Portal  for more information. 
Note:  If a User will only be using the Mobile Forms app and they will never need to use the Portal, they do not need any role.

E. Additional User Options

Consolidate attachments sent to this user into a single PDF:  (checked by default) This User will receive submitted Forms as a single PDF file. If you uncheck this box, this User will receive submitted forms as a JPEG file for each page of the form.
Include on Form optional recipients lists: (checked by default) This User will be included as an Optional Recipient for Forms in their Folder(s). The list of Optional Recipients is available when a Form is sent from the Mobile Forms app. If this User will never need to be sent a Form from the Mobile Forms App, you can uncheck this box.
Override User's Activation Limit: Allows you to set an activation limit specific to this User. The activation limit controls how many devices can be assigned to a specific User.
Note: Your company's activation limit is available under Admin > Company Profile > Mobile Forms Information. The default for new companies is 5.

3. Click on Create User button.

Note: You can create multiple Users at a time by using the Bulk Import feature. See the article on Users Bulk Import for more details.

Cloning a User

Cloning a User allows you to create a new User account with the settings from an existing User.

1. Click on the Clone User button.

2. Choose the existing User account you want to clone for your new User.

3. The Create User page will open with the following settings copied from the cloned User:
  1. Password Policy Options
  2. Folders
  3. Roles
  4. Include on Form optional recipients list
4. Complete the User information.

5. Click on Create User button.

Creating a Recipient

1. Click on the Create Recipient button.

2. Fill in all Recipient information and select which Folders you want the Recipient to be associated with. 

3. Check Consolidate attachments sent to this user into a single PDF to send a single PDF to this recipient. If you don't check this box, this User will receive submitted forms as a JPEG file for each page of the form.

4. Check Include on Form optional recipient lists if you want all Forms in those Folders to include this Recipient in the list of Optional Recipients when being sent from the Mobile Forms app.

5. Click on Create Recipient button.

Sending a Product Installer

Our product installer(s) can be sent to specific User(s) directly from the Users page.

1. Check the box next to the User(s) you want to send a Field2Base product installer to and click the Send Product Installer button.

2. Check the checkbox(es) next to the products you want to send to your User(s) then click the Send Product Installer button.


Editing User or Recipient Profile

1. Click on the Edit button next to the User's or Recipient's name. 

2. Change the User information as needed. Refer to the sections on Adding a User or Adding a Recipient for details on information in the User profile.

3. Click the Update button to save the updated User profile. 

You can assign roles for multiple existing users at a time by using the Bulk Assign Roles button. See the article on Bulk Assign User Roles for details.

Cloning Settings

Cloning settings allows you to copy the settings from an existing User account into another existing User account.

1. Check an existing User.

2. Click on the Clone Settings button.

3. Select the User whose account you want to update with the settings from the checked User's profile.

4. The Create User page will open with the following settings copied from the cloned User:
  1. Password Policy Options
  2. Folders
  3. Roles
  4. Include on Form optional recipients list
5. Click on Create User button.

Deleting a User or Recipient

1. Check the box next to the User(s) you want to delete and click the Delete button. You will get a popup asking you to confirm that you want to delete the User.

2. Click Yes or No to confirm or cancel deleting the User.

    • Related Articles

    • Users Bulk Import

      Overview Mobile Forms Administrators have the ability to import User information to quickly create new Users or Recipients by using the Users Bulk Import feature. This is available on the Users page (Admin > Users). Creating the Bulk Import File 1. ...
    • Idle Users Report

      Overview Users with access to the Sent Forms section of the Portal (Mobile Forms Administrator and Online Docs User) have the ability to view a list of their Users who have not sent in Form(s) within a date range. The Idle Users Report is located at ...
    • Managing Mandatory Recipients

      After you've published a Form to the Admin Portal, you may want to manage who receives Sent Form Emails from Field2Base. To add Mandatory Recipients for a published Form using the Field2Base Admin Portal. These Recipients will receive a copy of every ...
    • Creating a Multi-Company User

      Overview Depending on your role within an organization, you may need administrative accounts on more than one Company in Field2Base. This can be done by creating a User Account that can be used on multiple Companies, something we call a Multi-Company ...
    • Bulk Update Users

      Overview You can update User profiles by using the Bulk Update Users as an alternative to updating User profiles individually. This should be used for existing Users only. If you need to create new Users in bulk , please see the article on the Users ...