In this video, we'll walk through how to use the central user management feature. This powerful tool streamlines administrative work, allowing you to undertake key tasks across multiple projects from one location. This will include create contacts, companies, and company types, deactivate users, create and manage security groups, add and remove admins, and search for contacts across multiple projects.
Chapter: Enabling the Feature
To begin, the central user management tool must first be enabled for your project. You can select which projects it can be used on by enabling the feature in project settings for one or more projects. Once it's enabled, access it by clicking on the cog icon, selecting admin, and then choosing central user management. Here, you'll see a list of all projects you have access to.
Chapter: Adding Users to Projects
To add a user to multiple projects or add multiple users to multiple projects, follow these steps. First, select the relevant projects. Then, click actions. Hover over manage users and select add contacts. The add contacts wizard will appear. You have a few options to enter user details. Manually enter the information into the fields provided, import the data using the provided Excel template, or pull details from an existing contact on another project. Whichever method you choose, make sure all mandatory fields are completed before continuing.
Click next to continue. In step two, any errors will be flagged. This might include that the contact already exists or any restrictions to you on that project. You'll need to correct these errors before moving forward. You can ignore errors and proceed by ticking the ignore box. Just keep in mind, any contacts with errors won't move forward to the next step. If no errors are found, this step will be skipped automatically.
In step three, you'll see a full summary of what's about to be created, including which projects each contact will be added to. Take a moment to review everything carefully. Any mistakes made here would need to be corrected individually per project later. Once you've reviewed the details, click next. The contact creation process will be run in the background. A notification will be sent to the address defined here once the process is complete. Click proceed to finalize everything. The email summarizes which contacts were successfully created and which, if any, failed.
Chapter: Assigning Users to Security Groups
Now that we've added contacts to multiple projects, the next step is to ensure they're assigned to a security group. Within the notification, you'll find a link that will launch us back into adding these users to security groups, or you can just search for contacts and add them that way. Start by selecting the projects you want to search within, then click actions and choose search contacts. Now, set your search criteria to locate the contact you want to update. This same process can also be used when a user needs their security group changed across multiple projects.
Click next to continue. Here are the results from the search. You'll see the user's contact details along with the projects they belong to. Select the contacts you'd like to update, then click actions. From this menu, you have several options. Add administrator, assign the selected user as a project administrator for chosen projects. Remove as administrator, remove selected users from the admin role. Manage security groups allows assigning and changing of security groups. Make inactive prevents users from accessing the system. Remove from security group removes a selected user from their current security group.
Since we just added a new user, we'll go ahead and select manage security groups. Here are the users you've selected. Now select all listed users. And in the security group column, use the drop down to assign the appropriate role for each project. Keep in mind, since projects may vary, the list of available security groups could be different for each one.
Click next to continue. In the next step, any issues will be flagged. If no errors are found, this step will be skipped automatically. Now you'll see a full summary of the pending changes, including which security group each user will be added to on each project. Take a moment to review the details carefully. Once everything looks good, click save. The updates will now process in the background. A notification will be sent to the address defined here once the process is complete. Click proceed to finalize the process. The summary shows which Securta Group assignments were successful and which, if any, failed.
Well, that's how you use central user management in an eight document. Thanks for watching.
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