Kavi Help CenterKaviŽ Members Help
| Chapter 75. Edit a User | ||
|---|---|---|
 |
Part VIII. Kavi Members Admin Tools | 
|
Table of Contents
The Edit a User tool allows administrators to perform real-time edits to an existing user's information in the Kavi Members database, including the user's personal and contact information, types and access, company affiliation and privacy preferences.
Every user has a Purpose (e.g., 'Company Representative', 'Individual Member', 'Individual Nonmember', 'Staff'), which determines how the user is managed by Kavi Members. For more information, see User Purpose in the Add a User page help. Since different sets of data are collected for users with different Purposes, a user's purpose cannot be changed if the new Purpose is incompatible with the original Purpose. For example, the 'Member' and 'Nonmember' Purposes are compatible, so it is possible to change the user's purpose from one to the other. If the Purposes are incompatible, you must delete then re-add the user.
The Edit a User tool can be used to grant additional access to users as required, including Company Area access, Kavi Edit access or access to administrative and reports areas and tools. Access is granted by assigning Contact Types or User Types that provide the necessary roles and access.
Contact Types can be associated with roles that provide access to Company Admin tools. These types are assigned to Company Representatives so they can manage their company's information.
User Types can confer high-level administrative access and are usually assigned only to organization staff and administrators who have the 'Staff Person' Purpose.
You can also use this tool to remove access privileges that a user no longer requires.
If this user is an Individual Member, you may click links to tools used to add a new membership, renew an expiring membership or even replace one type of membership with another.
Memberships go through the normal membership workflow, including any billing and moderation steps, unless you manually override the process. For example, you may manually set the start date, pay any membership bill and approve the membership (in which case you are acting as moderator if the membership type is moderated).
Retrieve and edit a user's company, personal and membership information stored in the Kavi Members database.
Grant or remove access permissions from a user by adding or revoking types.
Use the options displayed on the forms to edit a user's information.
Search for a user or set of users by setting any or all of the optional fields to refine the search criteria. When you are finished setting the search criteria, press Search. For faster searches, set multiple search criteria to retrieve a narrowed set of results. When multiple search fields are set, the results only include users who match all search criteria. If your search doesn't retrieve the results you need, use the Back button to return to the search step and reset the search parameters to retrieve a slightly larger set of records (e.g., search by partial name instead of full name). To view all available users, you may leave all search fields set to their default values, but searches that retrieve a large number of records are inherently slower than searches that retrieve a small number of records.
Edit this individual's information, including this user's purpose and company affiliation, plus personal and contact information. Before editing a user's purpose, you should be aware of the ramifications of doing so. It will affect the types of information collected in the database, but most significantly, it tends to change the level of access that should be granted to this user. When you are satisfied with your edits, press Save and Continue to save your changes before proceeding to the next step.
Most options are self-explanatory, but those that may not be include:
- Purpose
-
Set this user's purpose.
If you are editing a user's purpose, only purposes with compatible data requirements and types are displayed (e.g., if this user currently has a purpose of 'Nonmember', 'Individual Member' will be displayed). If you need to change this user to a purpose that isn't displayed, you will have to delete, then re-add, the user in order to assign the new purpose.
- Company
Every user must be associated with a company. You can narrow the list of companies displayed in the pulldown list by setting the user's Purpose and clicking 'Show Matching Companies Only'.
- Personal Info
Enter the user's name and title exactly as it should appear on the company roster (depending on your organization's privacy policy and the user's privacy preference settings), in any KaviŽ Groups in which the user participates and other dynamic lists.
- Contact Information
-
Enter email and phone contact information.
Note
Depending on site configuration, an email address may not be required. However, unless a valid primary email address is provided, the user will not be able to receive login information or other email notifications automatically.
- Preferences
-
Available privacy preference options depend on your organization's policies and web site configuration.
The following options may be available:
- Receive Members Email
-
If this is set to 'No, do NOT send general members email', this user will be unsubscribed from the Members@(your site domain.org) email list and can be excluded from template-based email tools. Administrators may take this user's preferences into account when sending other kinds of communications.
Note
This setting does NOT affect other mailing lists or contact options on this site, including those in KaviŽ Groups.
- Privacy Option
-
If set to 'Yes, share information', user information will be displayed on the roster.
If set to 'No, do NOT share information', this user's information or entire account can be hidden, depending on the site configuration. Selecting this setting has the following effects:
Removes (or partially hides) this user from a roster of people from the same company available to this company
Removes (or partially hides) this user from membership rosters and directories
In Kavi Groups, sets 'Display my address and phone number in addition to my name and email address' to 'No'
Note
If you elected to change the user's purpose from 'Individual Nonmember' to 'Individual Member', a form is displayed to guide you through the next step, unless this user happens to have a deactivated membership. This can happen when an Individual Member's Purpose is changed to 'Nonmember', then back again. In this situation, Kavi Members simply reactivates the inactive membership and this form is skipped.
Options:
- Membership
-
Select the Individual Membership Type.
When a user acquires a membership, any User Types associated with the Individual Membership Type are automatically assigned and the user acquires any roles associated with these User Types, so that access privileges appropriate for that kind of membership are automatically conferred on the user. Types assigned through membership frequently confer the 'member' role, which grants access to the Members Area of the site. As soon as this role is acquired, the user can login to edit their personal information and change their password.
If this individual requires access privileges beyond those granted through membership, you may assign additional permissions on the 'Admin Info' step, although types that confer administrative or editorial access are commonly assigned to staff rather than members.
- Start Date
-
If you want to manually override the start date that would be automatically assigned, you may set the 'Start Date' field to the appropriate value. If you do not set the start date, the value will be set automatically as the membership goes through the normal membership workflow.
How to use this option:
If the membership term has already begun (the start date is in the past) and you want to add a membership retroactively, you may set the start date in the past.
If you are adding a membership that shouldn't start yet, you may set the start date in the future.
Assign or revoke types to manage this user's access privileges, or add an activity note that can be read only by administrators.
Important
If you just changed the user's purpose, it is likely the change affected the user's access privileges. When you change purposes, be sure to check whether administrator and editor types are set appropriately for this user before leaving this page. Depending on the configuration of your organization's Web site, the user may or may not be automatically reassigned an appropriate combination of privileges. All you have to do to manually edit an option is select or unselect the adjacent checkbox.
Options:
- Administrative Details
Information you entered on the previous step is displayed for reference. Press the Back button if you need to correct any of this information.
- Company Information
- Company Name
The name of the company to which this user belongs.
- Company Types
Types assigned to this user's company. The user inherits any roles and access conferred through these Company Types.
- Contact Types
-
Every user must be assigned a Contact Type to establish their relationship with their company, even if this is an individual-based organization and the purpose of the "company" is 'Company for Individuals'.
If this user is a Company Representative who holds a special position in the organization, assign the type that corresponds to this position. This may include types installed by other applications, such as 'Billing Contact' or 'Showcase Company Editor'.
- User Types and Roles
- General User Types
Assign any General User Types that are appropriate. These types may confer roles and access, or may be used just to categorize users. Every user should be assigned the type(s) that would be auto-assigned if the user signed up through a signup or application form. These types will be preselected when displayed.
- Kavi Edit Access
Grant or revoke access to KaviŽ Edit tools and permissions that allow the user to edit specified areas of the website. These are usually assigned only to users whose purpose is 'Staff Person'.
- Administrative Access
Grant or revoke access to administrative areas and tools in Kavi Members and other Kavi applications. Administrative types are usually assigned only to users whose purpose is 'Staff Person'.
- Roles
A list of any roles (e.g., 'member', 'wg_access', etc.) in this user's role cache. A user can acquire roles by being assigned Contact Types or User Types, or may inherit roles through Company Types assigned to their company. There may be multiple copies of the same role in a user's role cache if the role is associated with more than one type.
- Notes
- Activity Note
Add a free-text comment to this user's Activity History. This note is part of this user's permanent record, is visible to administrators only, and can be viewed through the User Activity History tool.
All scheduled email for this action are displayed. By default, email is set to 'No.' If you would like to send email, set the Send Email option to 'Yes' for those you want to go out. Edit any available fields as desired. When you are satisified with your settings, click the Continue button at the bottom of the form.
Fields:
- Template
The email template that is sent out.
- To:
The user to whom this email is sent.
- Cc:
A list of email contacts, aliases or addresses that will be cc'd when this email notification is sent.
- From
An email address identifying the sender of this email. Generally this field includes the administrative alias in the format admin@your_domain.org.
- Subject
The text that appears on the subject line of the email.
- Body
The body of the email message. Any variables in the email template are replaced with actual database values when the template is displayed, so you can preview how it will look when it goes out. You can edit and personalize this message if you like.
You have just edited this user's information and the changes have already been committed to the Kavi Members database!
|
|
 |
|
| Chapter 74. Manage a User |  |
Chapter 76. Edit a User—Manage Applications Tools |