User Management

Users

User management in Viewzen includes inviting users, activating and de-activating them, assigning permissions and adding or removing users from User Groups.

Invite / Add Users

If you are the owner or administrator of your organization, or if your role gives you the permission to "Create Users", you can invite or add other users to your organization.

The number of active users you can add to your organization is determined by the number of user licenses included in your subscription. To optimize your subscription, it's important to deactivate users who no longer need access to your organization's resources.

You can add users to your organization either by manually adding them one by one using the "Add User" option or by uploading them in bulk using the "Upload Users" option.

User Page

Add Users one by one

To invite / add a user to your organisation one by one

1

Sign In

Sign in to your account using your credentials. After signing in, you will be directed to the "Accounts homepage".

2

Click on "Users" from the left hand sidebar

This action will display a list of all current users in the organization.

3

Click "+ Add User"

To invite / add a user, click on the “Add User” button on the top right corner of the “Users” page.

4

Enter User Information

Step 3 will open a panel on the right side where you can enter the user's details. The following information needs to be provided.

• Name

• Invite by – Choose either Phone or Email. Based on the selected invitation mode, provide the corresponding email address or phone number. The user will receive an invitation via email or SMS accordingly.

• Role – Select from Administrator, Creator, or Viewer or a Custom Role. For more details on user roles navigate to "Roles and Permissions".

5

Click "Invite User"

After entering the required information, click the "Invite User" button and you are done adding your new user

An email or SMS is sent to the user with instructions to join the organization, depending on the selected invitation mode. If the user is already registered with the provided email or phone number, they can directly join the organization. However, a new user who is not yet registered with ViewZen must first sign up to complete the process. The sign-up process will enable the creation of user credentials.

Add Users one by one

Upload Users

The Bulk Upload feature allows you to add multiple users to your organization at once, making it easy to onboard all your users at one go

To bulk upload users

1

Click on "Upload users"

2

Create the Upload file

The file must be saved in CSV (Comma-Separated Values) format. Only one .csv file can be uploaded at a time, with a maximum file size limit of 2 MB. The header row should have the following fields - name, email, phone.code, phone.number and role.

3

Fill in the user details

The following information must be filled in the file and in the same order

• Name

• Email or Phone Code and Phone Number (depending on the invitation mode)

• Role (Administrator, Creator, or Viewer or Custom Role)

4

Upload the file

Once the details are filled and file is prepared, upload the CSV file back into the system using the "Select CSV file" option.

5

Submit and Invite Users

After validation, click "Upload". The system will validate the uploaded data. If errors are found, you will be prompted to correct them else invitations via email or SMS, will be sent depending uponon the specified information for a user - email or phone number fields.

New users who are not yet registered will need to sign up, while existing users can directly join the organization.

Bulk Upload

List of Users

The "Users" page shows a list of users, and by default, all users are displayed in a card layout. The user card displays important information such as the user's name, status, role within the organization, phone number, email, and other relevant details.

Users can switch to the "Table" or "Grid" layout, where all user details are displayed in a tabular format.

User Lists

Active, Invited and Locked Users

The "Active," "Invited," and "Locked" tabs (pills) at the top of the user page can be used to filter and view details of active, invited, or locked users.

Users by Status

Reinvite

Invites are valid only for a limited time. If users have not accepted the invite within the specified timeframe, you can resend the invite using the "Reinvite" option, as shown below.

Resend Invite

Lock User

Active users can be locked, which will prevent them from accessing the organization. To lock a user, click the "Lock User" button either in the user card or the grid layout.

Lock user

Unlock User

Locked users can be unlocked, restoring their access to the organization. To unlock a user, click the "Unlock User" button either in the user card or the grid layout.

Unlock User

User Account

The user card is clickable. By clicking on any user, you will be taken to their account details, which opens a page similar to the Member Profile page. The following options are available:

• Account – Allows you to view and update some of the user's personal information, such as email address and phone number.

• Security – Allows you to view and update the user's active and past sessions.

• Permissions – Allows you to assign application and context-based permissions to the user.

A user can view or update another user's information only if they have the necessary permissions (View and/or Edit) for the "User" resource, granted through the role assigned to them. For more information on "User" resource and permissions go to "Roles and Permissions"

User Account

Permissions

Both application and context-based permissions can be assigned to a user. To create new permissions or change the existing permissions of a user

1

Click "Permissions"

2

Application Permissions

This will show the list of products that the user currently has access to. Click "Edit" to modify the application permissions for the user.

Products that the user already has access to will be displayed with an "Allowed" label. Clicking on the "Allowed" label will remove access to that product for the user group.

Products that can be additionally given access to will have a "+ Allow" label next to them. To grant access to a product, click on the "+ Allow" button.

Application Permssions

3

Context Based Permissions

Context based permissions enable granular access control. For e.g., A user may be allowed to view or edit data only of a particular project or department. For more details, visit the "Context-based permissions" section.