User Management

The User Management page provides powerful user management features that enable you to manage your tenant members and control their access to the various portal pages and their functions. This page lists all members of the tenant (including pending members), organized by member groups, and provides the tools you need to delegate portal access where it is needed, and block access where it is not.

The following illustration shows the User Management page for the Lemonade Stand tenant, displaying the Default User Group, several custom user group tables, and the members they contain:

Access to this page is restricted to tenant admins . Thus, tenant members cannot modify roles and permissions, including their own, without proper access.

Managing Tenant Members

Managing a tenant’s members involves the following general tasks:

1. Inviting people to join the tenant.

2. Creating user groups in which to organize your tenant members, for example, a group of members who need access to the same workflows.

3. Assigning roles to users that provide the access they need to perform their jobs and block them from other areas of the portal.

4. Managing the tenant membership thereafter, including reassigning tenant member roles as necessary.

All tenant members must belong to at least one tenant group and be assigned at least one access role. Each member’s initial role is assigned as part of their invitation to the tenant. Thereafter, all user management is performed on the User Management page.

Users and User Groups

The User Management page lists all members of the tenant, organized into user groups (also called member groups). A tenant must always contain at least one member and at least one user group to contain that member. Dispatcher ScanTrip Cloud provides the Default user group, to which the first tenant member is initially assigned. Thereafter, tenant admins can invite new members and create custom user groups in which to organize the tenancy.

User groups can help to track your tenant members and control their access to the portal. For example, you can create groups to organize your tenancy by any of the following:

• Department

• Workflows needed for daily tasks

• Security or seniority level

User Group Tables

Each member group displays as a table on the User Management page. Initially, your tenant includes only a default group. Once you create your own member groups, their tables will appear on the page and you can assign members to those groups.

Each member group table contains the following columns of information:

• Last name and first name - The names associated with the member’s tenant account. These names do not appear for pending members until they accept their invitation.

• Email address - The email address associated with the member’s tenant account.

• Role - The member’s role. All members must have at least one role.

  • To change a role or assign another role, select the drop-down menu, then select one or more roles from the User Roles window.

  • For pending members, their roles are also pending their acceptance of the invitation. A tenant admin assigns a role as part of the invitation, but privileged members can change that role or assign other roles to the pending member.

  • If you edit a member’s role assignment, the most recent selection displays in the column.

Selection Boxes

The Selection boxes on the left side of the table access the following actions. To select all members in a table, select the box on the Table header bar. If you select multiple members, only the actions available to all selected members are active, as shown below:

• Assign Users to Groups - Accesses the Assign Users to Groups window, where you can select the groups you want to assign to the selected users.

• Remove Users from Dispatcher ScanTrip Cloud - Accesses the Remove User window, where you can remove the selected users from the tenant.

Note: The dash in the selection box on the column header row indicates only a portion of the group’s members are currently selected.

Actions Column

In addition to columns of information for group members, the Actions column displays icons for the actions available for each group member. Not all actions are available to all members, depending on their licenses, roles, and permissions within the tenant. The following action icons are available:

• Share - Displays the Shared Workflows window where you can view a list of workflows that have been shared with a user. If you have the correct permission, you can modify the list of shared workflows. If no workflows have been shared with the user, this icon does not appear.

• Trash - Remove a User from the tenant.

• Ellipsis - Displays a menu with the following additional action:

  • Block / Unblock User - Accesses the Block User window.

Note: For pending members, envelope icons appear in the Actions column:

Modifying the Display of a Member Group Table

Member Group tables have the following display options:

• Sort column - Select the column header. The downward-facing chevron sorts in ascending order. The upward-facing chevron sorts in descending order.

• Collapse/Expand table - Each table includes a collapse/expand option on the right end of the Table header bar.

• Scroll bar - Tables with many members have a scroll bar providing access to all members in the table.

Inviting People to Join Your Tenant

Privileged users can send an email invitation to any valid email address. The email contains a link to Dispatcher ScanTrip Cloud , where the invitee can accept or reject the invitation.

Note: If “MarketPlace” is the authentication method for your tenant, then joining a tenant requires a MarketPlace account. Invitees with no MarketPlace account are directed to a page where they can create one, after which the process continues.

When creating an invitation, you specify a user group and an initial role for the invitee. Upon sending the invitation, the invitee is assigned to the specified user group with a status of Pending. Once the invitation is accepted, the status changes to Active, and the new member assumes their initial role. Privileged users can then modify the member’s role, and/or assign them to a custom member group (if any exist in your tenant).

To invite a new member, do the following:

1. Select Invite Users. The Invite Users window appears:

   

2. Enter a valid email address, then select +. The address appears in the Recipient table below, and the Send Invite button activates.

3. To send additional email invitations, repeat step 2. You can also add multiple email addresses to the field by separating them with a space or comma.

   

4. Select a user group and role for each user. A number in the column indicates multiple selections for the user.

   

   Note: Tenant invitations can only grant permissions at the same level or lower than the permissions held by the user sending the invite. For example, a tenant admin cannot invite a super admin; only a super admin can invite another super admin.

5. When done, select Send Invite. You return to the User Management page, where the group’s tables will update to display the new, pending tenant members.

   Note: You can adjust the roles associated with an invitation while it is still pending. Access the User Roles window for the pending member. You can also cancel a pending invitation. Select the Cancel Invite icon for the pending member.

The following illustration shows a sample of an email invitation:

Accepted Invitations

After accepting an invitation, the new member can sign in to the tenant. You can view them and their assigned role on the User Management page.

Resending Invitations

To resend a user invitation, for example, if it is deleted or lost, do the following:

1. In the Actions column, select the Resend Invite icon associated with the pending member. The Resend Invite window appears.

2. To resend the invitation, select Yes. Otherwise, select No.

Canceling Invitations

To cancel a user invitation that has not yet been accepted, do the following:

1. In the Actions column, select the Cancel Invite icon associated with the pending member. The Cancel Invite window appears.

2. To cancel the invitation, select Yes. The pending member remains, but the invitation no longer grants access to the tenant. You can send another invitation, or remove the pending member from the tenant by selecting their associated box and selecting Remove User from the menu that appears.

Removing Users

Privileged tenant members can remove any member from the tenant. Do the following:

1. In the Actions column, select the Remove User icon associated with the tenant member. The Remove User window appears:

   

2. To remove the user, select Yes. Otherwise, select No.

Note: If you attempt to remove a user who is the owner of one or more workflows that have not been shared with any other tenant members, a warning message will appear in the Remove User window indicating that the workflows will no longer have an owner and thus be inaccessible.

Blocking and Unblocking Users

You can temporarily deactivate a tenant member’s account without losing any of their associated data such as workflows and logs. For blocked users, you cannot share workflows, but you can:

• Unshare workflows.

• Change their role.

• Modify their group assignments.

• Delete them from the tenant.

To block a member, do the following:

1. In the Actions column, select the Block User icon associated with the tenant member. The Block User window appears.

2. To block the user, select Yes. The Block User icon turns orange, indicating the member is blocked from the tenant.

An orange Block User icon indicates a blocked tenant member. To unblock the member user, do the following:

1. In the Actions column, select the Unblock User icon associated with the tenant member. The Unblock User window appears.

2. To unblock the user, select Yes. The Unblock User icon turns purple, indicating the member is no longer blocked from the tenant.

User Roles

Each tenant member must be assigned at least one user role. Privileged tenant members assign user roles via the User Management page. Select the dropdown in the user’s Role column. The User Roles menu appears:

The User Roles menu displays all the user roles available in the tenant. The role assigned to the user is highlighted.

Managing User Groups

In addition to the Default User Group provided provided by Dispatcher Stratus, you can create custom member groups, helping you organize your tenant members and bulk-assign roles. For example, you can create a user group for members who access the same workflows. User groups can contain any number of members, and members can belong to multiple groups.

The following sections describe your options.

Creating a Custom User Group

To create a user group, do the following:

1. Select Create User Group. The Create New User Group window appears:

   

2. Enter a name for the group, then select OK. You return to the User Management page, where the new group appears in a table at the bottom of the page.

Configuring a User Group

The following sections describe your configuration options for user groups.

Assigning Users to a User Group

Once you create your own custom member groups, you can assign them to one or more of those groups. This process enables you to add or remove members in a group. Do the following:

1. Select the box next to each user whose group membership(s) you want to reassign. To select all members in a table, select the box on the Header bar. The Bulk Actions menu appears.

   

2. Select Assign Users to Groups. The Assign Users to Groups window appears:

   

3. Select the groups to which you want to assign the selected member(s), and leave the other boxes blank. The Apply button activates.

4. Once you have made your selections, select Apply. You return to the User Management page, where the member group tables update to reflect your selections.

Note: You can also assign users to groups when inviting people to join the tenant.

Search

Use the Search function to filter the member group tables to display only members matching a specified string. Do the following:

1. Select the Magnifying Glass icon on the Page header bar. The Search Users field appears.

2. Enter a search string. The member group tables on the page update immediately based on the specified search criteria.

Note: The Search feature searches the following fields:

• Last Name

• First Name

• Email Address

• Role