Managing Users and Recipients

Managing Users and Recipients

Overview

Field2Base Users with the Mobile Forms Administrator role can manage Users and Optional Recipients from the Portal. This includes adding, editing and creating Users or Recipients for your company.
To access your company's Users page, navigate to Admin > Users.

Tutorial Videos

Several tutorial videos are also available and cover most of this material if you prefer to watch how to manage your Users and Recipients.





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 to send forms to. 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/or Recipients on the Users page. You have the ability to sort your list by clicking on each of the column headers. You can download your list by clicking the Excel or CSV button at the bottom of the page or the Export button at the top.

The default view shows "Users Only" but you can use the filters to modify your list as needed. You have the ability to filter by Username, User Type, Associated Folder, E-Mail Address, First Name and Last Name.
You can also check the Display User Keys in Table option (unchecked by default) to view and filter by User Keys. 
 

Creating a User

Note: You can use the Bulk Create Users feature to create multiple new Users (or Recipients). Read the article on Bulk Create Users or Bulk Create Recipients for more details.

1. Click the Create User button to open the Create User page.


2. Fill in User information fields. The e-mail address, username, password, first name and last name are required for all Users. All other optional information and settings are described below.

Note: Some sections of the User Profile are not visible for all companies depending on which features are enabled.

3. Click on the Create User button.

A. Passwords

Auto-generate Password - Check this to generate a secure random password rather than creating one manually.
Note: The password rules for your company (if any) are displayed under the first password field. The default password rules for new companies are Minimum Length of 8, Mixed Case and Digit required.
Send Login Credentials in E-mail -   Check this to send the username and password information to the User. If Auto-generate Password is checked, this will automatically be checked.
Password Policy Option: Password Never Expires - Set the password to never expire for this 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).
Password Policy Option: Force Password Change on Next Login - Check this to force a User to set their own password the first time they log in.
Allow use of Forgot Tool for Password Resets - 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. This is checked by default.

B. User PIN (optional feature)

Some companies may have an additional User PIN in their User Profiles if they have the PIN feature enabled.

C. 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. The Folders selected for a User determine which Form(s) they will be able to access in the Mobile Forms app and in the Portal. 
Note: Users can also be associated with Folders on the Folders page of the Portal when creating or editing a Folder. This allows you to give multiple Users access to a Folder without going into to each individual User Profile.

D. Groups

Select which Group(s) this User needs to be part of. Groups are used for assigning Forms for review or emails as part of Basic or Custom Workflows and are not applicable to companies who are not using Workflow.

Note: Users can also be added to Groups on the Groups page of the Portal when creating or editing a Group.

E. Roles

The Assign Specific Roles option is selected by default. This option will allow you to add Role(s) for the User based on which parts of the Portal they should have access to. The Roles drop down lists all the Roles available for your company.  You can click on the View Roles Detail link to view descriptions of the available Roles. For more information on Roles, please read the article on Roles in the Portal. 
Selecting the Assign Mobile Forms Administrator Role option enables the User to have access to all parts of the Portal (excluding Web App).  Since the User does not need any additional Roles, the Specific Roles drop down will be hidden.

Note:  If a User will only be using the Mobile Forms App and he/she will never need to use the Portal, then he/she does not need any Role.

F.  Web App Access (optional feature)

The Enable Web App Access setting is only shown for companies with Web App assignment enabled by Field2Base.

G. Additional User Options

Include on Form optional recipients lists -  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. This is checked by default.
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.

H. Require User to Always Login using SSO (optional feature)

Some companies will have this option if they have enabled Single Sign On.

I. Personnel Details (optional feature)

Some companies will have the Personnel Details section in their User Profiles if they have that feature enabled. Please see the article on Personnel Details for more information.

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 and click the Submit button.


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

5. Clickthe 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. The Recipient will be only be able to receive Forms from the Folder(s) they are associated with.

 
4. Check Include on Form optional recipient lists (checked by default) 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 the Create Recipient button.

Editing User or Recipient Profile

Note: You can use the Bulk Update Users feature to edit multiple User Profiles. Read the article on Bulk Update Users for more details.

1. Click the Edit button for the User or Recipient. 


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

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

Note: There is an additional option to Re-Send the Welcome E-Mail when you edit a User. Clicking on this button will resend the Create User system e-mail which is automatically sent each time a new User is created.


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 the Clone Settings button.


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


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

Deleting a User or Recipient

Note: You can use the Bulk Delete Users feature to delete multiple Users. Read the article on Bulk Delete Users for more details.

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.

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