Managing Users in Your Organization

This guide provides detailed instructions on managing all user accounts within your organization through the OfficeSeries application. It's important for administrators and those responsible for user management. Following this guide ensures your user accounts are efficiently managed and up-to-date.

Prerequisites

Before managing user accounts in your organization, ensure you have:

  • Administrative or user management permissions within the OfficeSeries application.
  • Familiarity with your organization's user management structure and access policies.

Get Started

To get started with user management, follow these steps:

  1. Log into the OfficeSeries application.

  2. Select "Directory" > "Users" from the main menu.

You will be directed to a page listing all user accounts within your organization.

View and Manage Your Users

This section outlines how to navigate and manage all user accounts within your organization.

User Account Information Guide

When viewing the list of user accounts, you will see key information about each user, including:

  • User Name: Click on a user's name to view more details. This will give you insights into the user's roles and contact details.

  • Email: The user's email address, used for login and communication.

To update or view more information about a user, click on the user's name. This will take you to a detailed view where you can edit user information, manage roles, and permissions. Note that your ability to perform certain actions depends on your assigned role and permissions.

Creating a New User Account

To add a new user to the system:

  1. Navigate to the user list.

  2. Click "New User".

  3. Enter the user's first and last name, email, and any other required information.

  4. Click "Save".

For more information on adding users, see Adding and Activating New User Accounts Guide.

Updating User Information

To update existing user information:

  1. Navigate to the user list.

  2. Click on the user you wish to update.

  3. Click "Edit User".

  4. Update the user's information as needed.

  5. Click "Save".

For guidelines on editing or making update to user information, refer to Editing User Information Guide.

Managing User Roles and Permissions within the Directory

Managing user roles and permissions is crucial for maintaining system security and ensuring users have access to the necessary features:

Assigning User Roles and Permissions within the Directory

  1. Navigate to the "Directory" menu.

  2. Go to the "Access Control" submenu.

  3. Click the "Add User" button. This opens a dialog for role and permission assignment.

  4. Choose a role for the user, then select the user's name to assign the selected role.

  5. Review and grant the appropriate permissions.

  6. Click "Save".

For a detailed explanation of managing user roles and permissions, see Directory Security and Permissions Guide.

Removing User Roles and Permissions within the Directory

  1. Navigate to the "Directory" menu.

  2. Go to the "Access Control" submenu.

  3. Find the user whose roles and permissions you want to remove.

  4. Click the "Edit" button next to the user's name.

  5. Deselect the roles and permissions you want to remove from the user.

  6. Click "Save" to apply the changes.

Removing roles and permissions is essential for maintaining security and ensuring that users only have access to the resources they need.

Best Practices

For effective user management:

  1. Regularly Review User Accounts: Ensure all user accounts are up-to-date and remove any that are no longer needed.

  2. Assign Roles Wisely: Use roles to manage permissions efficiently, ensuring users have access only to what they need.

  3. Use Groups for Easy Management: Where possible, assign users to groups to manage permissions more efficiently. For more details on adding or removing user as a member of groups, see Manage Groups Guide.

  4. Keep User Information Current: Regularly prompt users to update their personal information to keep records accurate.

Adhering to these practices alongside your organization's specific policies will enhance security and operational efficiency in managing user accounts.

Summary

This guide emphasizes the importance of keeping user information current, controlling access, and clarifying user roles. Regular updates to account settings and permissions are essential for adapting to organizational changes and maintaining smooth operations.

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