Creating Users

Inviting Users

One of the quickest and simplest ways to add new users to your Service Portal solution is to Invite Users. As Space Admins, this ability is available beneath your avatar.

InviteOthersMenuInviteOthersMenu

This provides a quick way to add as many people as desired. Just type in their email addresses, selected the desired teams and roles, and invite.

Inviting vs Importing Users

Beneath the User Settings, there is also the ability to import users. The import takes a comma delimited (CSV) file with the following headers/ sample data:

allowedIpsattributesMapdisplayNameemailenabledmembershipspreferredLocaleprofileAttributesMapspaceAdminusername
{"Site":[],"Department":[],"Organization":[],"Manager":[]}John Doe[email protected]TRUE[{"team":{"name":"Role::Form Developer"}},{"team":{"name":"Administrators"}},{"team":{"name":"Role::Submission Support"}},{"team":{"name":"Role::Task Developer"}},{"team":{"name":"Default"}},{"team":{"name":"Role::Data Admin"}},{"team":{"name":"Role::Employee"}}]{"Queue Personal Filters":[],"First Name":[],"Guided Tour":["Welcome Tour","Services","Queue"],"Last Name":[],"Phone Number":[]}CellTRUE[email protected]

The simplest way to getting a starting place for an import is to export the existing users and start from that. Note that there are several more complicated data structures here: attributesMap, memberships, profileAttributesMap. These data structures do have to be accurately created for the import to work properly.

However, the invite will create the data structures for you as you select these values from the menu. Either solution may be more practical, depending on the quantity of users being created.

Creating and Updating Users

There are multiple ways to go about creating an individual user:

  • Invite the user using the Invite Others
    This is done via the Invite Others choice in the header menu beneath your avatar in the header.
    InviteOthersMenuInviteOthersMenu

  • Import a single user
    This is done by selecting Home -> Settings -> Users -> Import Users
    UserImportUserImport

  • Create the user using the Create Users option in User Settings
    This is done by selecting Home -> Settings -> Users -> New User
    NewUserNewUser

  • Clone an existing user in User Settings
    This is done by selecting Home -> Settings -> Users and selecting the ... for a user you wish to clone and clicking Clone on that menu.
    UserCloneUserClone

Each of these has it's own advantages. Import may be practical if the user already exists in another platform space or environment. Inviting is quick and simple. Create offers you all the user configuration options with a clean slate, and Clone offers you, essentially, a preconfigured user.

However you create a user, they will get an invitation to the system and have the ability to set their own password upon their first system entry.

Once a user is created, you can update the user by clicking on their name in user user list at Home -> Settings -> Users.

Resetting a User's Password

It is always possible that a user loses that first email or later forgets their password. With Service Portal the user is enabled to reset their own password at any time from the login screen. They only need to provide the email address for their account and they will receive a password reset token.


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