Members
Members are one of the main features of the Spectra Assure Portal.
Depending on your Portal user role, the Members page lets you:
- 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
Navigating the Members page
All pages on the Portal share a header from which you can switch between various groups you belong to, and the tabs for each Portal page you can alternate between: File Stream, Projects, Members, and Settings.
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 allows you to 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
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.