Users Overview

Administrators and Managers with user-management permissions can add users, update users, disable users, assign users to groups, and modify permissions on this page.

View Users

To view users:

1. Navigate to Admin Settings → Organizations  → Users.
   The Users page displays.
   

You can view the following information about users:

• Name
• Email Address
• Role
• Last Login

You can view groups of users by their status:

• All (default)
• Active (have logged in)
• Invited (never logged in)
• Disabled
  

The sort feature is available for all columns. You can sort any column in ascending or descending order by clicking on the column header name.

You can view the following information by clicking on a user name:

• Name
• Title
• Email Address
• Location
• Created Date
• Last Login Date
• Groups they are assigned to
• Role (Admin, Manager, User)
• Manager Permissions
• If the user is allowed to edit submissions

Create a New User

Claravine makes it very easy to add a user. This can be done by any Claravine platform Administrator or Manager with user-management permissions; simply follow these instructions.

To create a new user:

1. On the User page, click + New User.
   The Edit New User menu displays.
   
    

2. Enter the following information for the user:

   •  
     • Name
     • Email address
     • Group - use the drop-down menu to add Group assignment (multi-select)
     • Role - select the users’ role of Admin, Manager, or User
        

   Access Level	Description
   USER	User access level allows a user to create submissions using the templates assigned at the Group level. Select Allow Submission Editing to allow the user to edit submissions after they have been submitted.
   MANAGER	Manager access level has intermediate permissions an Administrator assigns. Giving an individual Manager permission to a menu will give them visibility to all information in that menu. Managers are not limited by Group permissions in these areas. You can assign a Manager permission to edit the following items: Manage Users: Add users and manage Group assignments. Managers cannot create, promote, or delete Admins. Manage Groups: Allows management of users, folder, and template assignment within Groups. Manage Connectors: Allowing edits to be made to the connectors the group uses to connect to Adobe Analytics, Google Analytics, FTP locations, Box, Bit.ly, Facebook, etc. Manage Targets: Allowing edits to be made to all designated targets where metadata is flowing to such as report suite and reports in Adobe, Properties in Google Analytics, etc. Manage Field Sets: Allow edits to be made to all field sets. Manage Lists: Allow edits to be made to all lists. Manage Templates: Allow edits to be made to all templates. This also includes all Template Datasets Manage Folders: Allow edits to be made to all folders. Manage Patterns: Allow edits to be made to all patterns. Manage Account Settings: Allow edits to be made to the company name and organization logo. Edit Submissions: allow the user to edit submissions after they have been submitted. Access Reports: Allow viewing of the Organization Reports. Approve Suggestions: Allow Managers to approve submissions (Enterprise Data Management functionality). Create List Suggestions: Allow Managers to create a new comment suggestion on a list (Enterprise Data Management functionality).
   ADMINISTRATOR	Administrator access level has full permissions to see and edit all areas of the account including users, groups, connectors, targets, field sets, lists, templates, folders, patterns, account settings, and organization reports. Only Administrators are permitted to add and manage users.

3. Click Save.

We recommend that Administrators use the email address related to the company being managed, not a personal address.

Users will receive an email from team@claravine.com immediately asking them to complete their profile and set their password within 7 days.
 

Edit a User

Claravine makes updating user information easy. This can be done by any Claravine platform Administrator or Manager with user-management permissions; simply follow these instructions.

To edit a user:

1. On the User page, click the name of the user you want to modify.

   The Edit User menu displays.
   

2. Make the required changes to Name, Groups, Role, or edit permissions.
    
3. Click Save.
    

Disable a User

Turnover happens all the time, and Claravine makes it easy to disable a user. The user will not be allowed to log in or access the platform, but their data remains intact and visible to other Group members. Disabling a user can be done by any Claravine platform Administrator or Manager with user-management permissions; simply follow these instructions.

To disable a user:

1. On the User page, check the box to the left of the name of the user you want to disble.
   If multiple users are to be disabled, click the checkbox to the left of multiple users to disable in bulk.
    
2. Click Disable User.
   
   A confirmation message displays.
   
    
3. Click Disable User.
    

The user is move to the Disabled user section, their name will appear noted with "(disabled)".

If the user attempts to log in they will see this message “For security purposes, this invitation has expired. Please reach out to your administrator to request a new invitation.”

Enable a User

If a user was previously disabled in the platform, you can easily enable them, and they will pick up where they left off. 

To enable a user:

1. On the User page, go to the Disabled user filter.
   
    
2. Check the box to the left of the name of the user you want to enable.
   If multiple users are to be enabled, click the checkbox to the left of multiple users to enable in bulk.  
    
3. Click Enable User.
   
   A confirmation message displays.
   
    
4. Click Enable User.
    

The user immediately regains access to the platform and is found in the Active user status filter.

Require a User to Reset Their Password

1. From the All or Active status filter, click the checkbox to the left of the name of the user you want to reset their password on the next log in.
    
2. Click Reset Password.
    
3. A confirmation message displays, "Passwords Reset!"
    
4. The user will not receive an email. When the user logs into Claravine next, they will be asked to reset their password.

Manage SSO Users

The user should notify a Claravine administrator that they have successfully logged in to Claravine using SSO. For more detailed information see our How Do I Manage Users with SSO article.
 

1. The Claravine administrator logs into Claravine and navigates to the Users menu.
    
2. The administrator click the name of the user to modify.
    
3. If you have selected SSO authentication and authorization:
   1. Select the Group from the drop-down menu or begin typing the name to filter the list. Select all Groups that apply.
   2. The user Role is preset by your IT Identity Provider. If a User, select "Allow Submission Editing" if applicable. If a Manager, select the Manager Permissions.
      
       
4. If you have selected SSO authentication only or SSO authentication in addition to Claravine authentication:
   1. Select the Group from the drop-down menu or begin typing the name to filter the list. Select all Groups that apply.
       
   2. Select the Role from the drop-down menu. Mark the user to "Allow Submission Editing" if applicable. If a Manager, select the Manager Permissions.
      
      
       
5. Click Save User.

Learn More

• Training in Claravine Academy: Adding Users
• Training in Claravine Academy: Tips for Managing Users