6.2 Members: Root User and Administrator Functions

Root users and administrators can add and remove members, edit member information, add/edit member groups, and edit the invitation message.

6.2.1 Add Members

You can add a new user to the system or make an existing user a member of the current web group.

To make an existing user a member of the current web group:

1. From the members directory, click on (Add Member) (Figure 6-13).



Figure 6-13. Members: Root User and Administrator Functions: Add Member

2. Enter the user's name in the text box and click on Search Users (Figure 6-14). The system will search all members in the database, including members in other web groups.



Figure 6-14. Members: Root User and Administrator Functions: Add Member: Search

3. From the list of users matching the search criteria, select the name of the user you want to add to this web group, then click on Continue (Figure 6-15).



Figure 6-15. Members: Root User and Administrator Functions: Add Member: Search Results

4. Use the check boxes to give the user Admin and Limited Distribution privileges, then click on Save (Figure 6-16).



Figure 6-16. Members: Root User and Administrator Functions: Add Member: Setting Privileges

5. On the next screen (Figure 6-17), you'll be give a chance to:
• Change the text of the invitation email
• Add a link that will let the user reset their password (in case they haven't logged in in a while)
6. Click Add another User to return to step 2, click Send Invitation email to send the user an email letting them know they've been added to the web group, or click Done to add this user to the web group without sending them an email.



Figure 6-17. Members: Root User and Administrator Functions: Add Member: Final Screen

To add a new user to the Epiware system:

1. From the members directory, click on (Add Member) (Figure 6-18).



Figure 6-18. Members: Root User and Administrator Functions: Add User

2. Enter the user's name in the text box and click on Search Users (Figure 6-19).



Figure 6-19. Members: Root User and Administrator Functions: Add User: Search

3. If necessary, click on User is not in above list, then click on Continue (Figure 6-20).



Figure 6-20. Members: Root User and Administrator Functions: Add User: Search Results

4. Enter the new user's information on the next screen (Figure 6-21).
• The new user's initial login will be their email address. You can change this, but it's best not to.
• Leave the new password and confirm new password fields blank to have the system assign a password. The new user will be given the opportunity to change their password when they first log in.
• Click on save when done.



Figure 6-21. Members: Root User and Administrator Functions: Add Member: New User Information

5. Use the check boxes to give the user Admin and, if applicable, Limited Distribution privileges, then click on Save (Figure 6-22).



Figure 6-22. Members: Root User and Administrator Functions: Add Member: Setting Privileges

6. On the next screen (Figure 6-23), you'll be give a chance to change the text of the invitation email.
7. Click Add another User to return to step 2, click Send Invitation email to send the user an email letting them know they've been added to the web group, or click Done to add this user to the web group without sending them an email.



Figure 6-23. Members: Root User and Administrator Functions: Add Member: Final Screen

To remove a member from the Epiware system:

1. Edit the member's record and click on (Deactivate member) (Figure 6-24).



Figure 6-24. Members: Root User and Administrator Functions: Remove Member

2. You'll be asked to confirm the deletion (Figure 6-25). Click Yes to permanently remove this user or No to close the window without removing the user.



Figure 6-25. Members: Root User and Administrator Functions: Confirm User Deletion

Editing a Member's Record: Root users and administrators can edit a member's General Information and their Login Information. Most often a member will ask you to edit their Login Information because they've forgotten their login name or password. The procedure is the same as if the member were editing their own Login Information.

Send Invitation: (Send Invitation) (Figure 6-26) sends an email to the member letting them know they've be added to the web group. This is the same message sent when adding an existing user to a web group and is discussed in paragraph 6.2.1.

Figure 6-26. Members: Root User and Administrator Functions: Send Invitation

6.2.2 Add/Edit Member Groups

Web group members can be sorted into groups, and each group can be given its own access and read/write privileges. Epiware creates the following default groups:

• Administrators
• Contractor
• Foreign National
• Government
• None
• Other

You can add additional groups, change the membership of default groups, and add and remove users from groups using (Add/Edit Member Groups).

To edit a group's membership:

1. Click on (Add/Edit Member Groups) (Figure 6-27) to go to the Member Groups screen (Figure 6-28).
2. Click on the group's name or number of users to edit the group. (NOTE: You can send an email to all of the members of a group by clicking on .)



Figure 6-27. Members: Root User and Administrator Functions: Edit Group



Figure 6-28. Members: Root User and Administrator Functions: Edit Group: Group Listing

3. The next screen (Figure 6-29) shows you the group members. Click on (Edit . . . Memberships) to add or remove members from this group.



Figure 6-29. Members: Root User and Administrator Functions: Edit Group: Group Member Listing

4. Use the check boxes on the Update . . . Membership screen (Figure 6-30) to add a member to this group. Click on Save to save the changes.

NOTE: Search and Show/Hide Selection Filter are explained in paragraphs 6.1.1 and 6.1.2, respectively.

NOTE: Select All makes every member listed a member of this group. Deselect All removes every member from this group.



Figure 6-30. Members: Root User and Administrator Functions: Edit Group: Update Memberships

To add a new group:

1. From the members directory, click on (Add/Edit Member Groups) (Figure 6-31).



Figure 6-31. Members: Root User and Administrator Functions: Add Group

2. From the Member Groups screen, click on (add new user group) (Figure 6-32).



Figure 6-32. Members: Root User and Administrator Functions: Add New User Group

3. Enter the group name (Figure 6-33), then click on Save to create the group (and add members later) or (Edit Memberships) to add members immediately.



Figure 6-33. Members: Root User and Administrator Functions: Add New User Group: Group Name

4. Use the check boxes on the Update . . . Membership screen (Figure 6-34) to add a member to this group. Click on Save to save the changes.

NOTE: Search and Show/Hide Selection Filter are explained in paragraphs 6.1.1 and 6.1.2, respectively.

NOTE: Select All makes every member listed a member of this group. Deselect All removes every member from this group.



Figure 6-34. Members: Root User and Administrator Functions: Add New User Group: Update Memberships

Setting Group Privileges: Group privileges are set by editing folders in the library and granting or denying the group create, read, and write privileges to individual folders. NOTE: Individual privileges take precedence over group privileges. If a member is granted read/write privileges to a folder, but a group the member is in does not have read/write access to the same folder, the member will still have read/write access to that folder.

Deleting a Group: To delete a group:

1. From the members directory, click on (Add/Edit Member Groups) (Figure 6-35).



Figure 6-35. Members: Root User and Administrator Functions: Add/Edit Group

2. From the Member Groups screen (Figure 6-36), click on (delete). NOTE: You cannot delete the default groups.



Figure 6-36. Members: Root User and Administrator Functions: Delete Group

3. You'll be asked to confirm the deletion (Figure 6-37). Click on Yes to delete the group or No to close the confirmation window without deleting the group.



Figure 6-37. Members: Root User and Administrator Functions: Delete Group Confirmation

6.2.3 Custom Invitation Message

To change the default message sent to new members and users:

1. From the members directory, click on (Custom Invitation Message) (Figure 6-38).



Figure 6-38. Members: Root Users and Administrators: Custom Invitation Message

2. Enter additional text in the text fields provided and click on update invitation message (Figure 6-39). NOTE: You cannot change the default text, you can only add additional text.



Figure 6-39. Members: Root Users and Administrators: Update Invitation Message

3. To restore the original message, click on Clear Additional Message lines.