Group and member management
Managing groups in your organization, as well as members per group is done from the Manage Groups/Members page in the Organization dropdown in the Portal header. If you're an Organization Administrator, you can use the Manage Groups/Members page to:
- invite new members to the organization
- add new members to a specific group
- remove current members from the organization or the group
- change the group membership and organization role for every member
This page also lists all user accounts created in an organization, all of which are assigned one of the organization roles (Administrator, Member, Security).
Every Spectra Assure Portal instance is associated with exactly one organization, while an organization can have one or more groups. The organization may or may not have a default group.
To be able to use the Portal, every user has to belong to an organization. While creating a new user account, the organization administrator should also add the user to at least one group and assign them a group role (Owner, Member, Observer) in each group. There is no limit to the number of users per Portal instance.
User and group management processes described on this page apply to Portal instances that use the local login.
For Portal instances using SSO, most of the user management (like assigning users to SSO groups) is done in the administrator dashboard of your identity provider.
Actions like removing users from an organization are handled directly through the Portal, regardless of the used login method.
Navigating the Manage Groups/Members page
When you first open the Manage Groups/Members page, it lands on the Members view.
This page shows all users within the organization. Organization administratiors can use this page to invite new members to the organization, remove current members from the organization, and change the group membership and organization role for every member.
On the Members page, all organization members are displayed in the Organization Members table containing the following fields:
- Name - indicates the full name of the user
- Email - indicates the email address associated with the user account. The user logs in to the Portal instance with this address that cannot be changed after creating the user account
- Organization Role - indicates the user's role on the organization level
- Groups - indicates the groups the user belongs to
- Last Active - indicates when the user was last actively using the Portal during their current login session. The default login session lasts 2 weeks
- Actions - the menu containing everything you can do with the selected organization member
The members in the table can be ordered only by their email address (Email). You can also filter the table based on the organization roles the members have.
To find the members inside your organization, you can search for them by their email address.
The left sidebar is always visible when switching between members on the organization level, groups, and members of specific groups.
Manage users in organization
You can manage users from the Actions menu, accessed from each row of the Organization Members table. This menu is represented by three dots (⋮) and from there, you can do the following:
- Edit Member - change user's groups and their organization roles
- Remove From Organization - delete the user from the organization
- Resend Invite - can be selected only when the Last Active status is Invite Pending
Invite new members
Who can do this: Org Admin
New members can be invited by clicking the Invite Member button on the far right of the page. This prompts you to type in the email address of the person you'd like to invite, select the group you want them to belong to, and give them organization and group roles.
You can invite multiple members at once in any of the following ways:
- by entering their email addresses one after the other into the Email field and pressing the Enter key after every address
- by pasting a list of comma-separated email addresses into the Email field
The following email address formats are supported:
email@example.com"display name" <email@example.com>
The email addresses you enter are automatically validated. If an address is incorrectly formatted or if it's already used by an existing Portal account, it will be underlined and show a warning. You can then change the address or remove it from the list.
The total character limit in the Email field is 250 characters.
Note that all the people you invite are added to the same groups and share both the organization and the default group role. If you don't assign these users to any groups, they will belong to the default group if it exists.
A maximum of 100 user invites can be sent at once. By default, they expire in 1 day. If this happens, you can resend the invite for each user from the Actions menu.
Edit member information
Who can do this: Org Admin
Organization member information can be edited by selecting Actions > Edit Member.
The dialog that opens contains the following information:
- Groups
- Organization Role
Users can't change their own email address on the Portal. To change the email address for a user account, the organization administrator has to remove the account and create a new one with a different email address.
Delete an account
Who can do this: Org Admin
User accounts can be removed from the organization by selecting Actions > Remove From Organization.
When a user account is removed from the Portal, no data is lost as the project information is tied to the group and not to individual users. On the File Stream, any files uploaded by the removed user account will show "User Removed" as the uploader.
Groups
The Groups page shows all groups created in the current organization. On this page, organization administrators can create new groups, edit and remove existing groups, and mark a group as the default.
The primary purpose of groups in the Portal is for organizations to be able to configure monthly limits for different teams according to their needs and use-cases. Groups also make it easier to control which organization members can access which projects in the Portal.
On the Groups page, all groups for an organization are displayed in the Groups table containing the following fields:
- Group Name - indicates the name of the group
- Member Count - indicates how many members the group has
- Default - indicates if this is a group new members belong to by default when not assigned to any
- Actions - the menu from which you can edit the group information (Edit Group) or remove the group and all its data (Delete Group)
The groups in the table can be ordered either by their name (Group Name) or their member count (Member Count). The information in the table cannot be filtered.
To find the groups inside your organization, you can search for them by their name.
Create a new group
Who can do this: Org Admin
New groups can be created by clicking the Create Group button on the far right of the Groups page. This prompts you to type in the name of the new group and its description, select whether this is the default group, and assign group reservations.
View a specific group page
On the page of a specific group, all group members are displayed in the Group Members table containing the following fields:
- Name - indicates the full name of the user
- Email - indicates the email address used to log in the Portal instance
- Group Role - indicates the user's role on the group level
- Groups - indicates all groups the user belongs to
- Last Active - indicates when the user was last actively using the Portal during their current login session. The default login session lasts 2 weeks
- Actions - the menu from which you can change which groups the user belongs to and their group role (Edit Group Role) or remove the user from the group (Remove From Group)
Add user to a group
Who can do this: Org Admin, Group Owner
A new group is created empty (without any users). To add users to an existing group, you can:
either choose a user on the Members page, and select Actions > Edit Member to assign the user to one or more groups in the "Edit Member" dialog
or choose the group on the Members > Groups page, and select the Add Group Member button above the Group Members table.
When users are added to a group, the "Group Member" role is automatically assigned to them. Only existing organization members can be added to a group.