Managing Users
This section explains how users, positions and duties are managed by administrators.
Overview
The system is designed for multiple uses, with each use case requiring different levels of access. This access is managed through Positions.
Users are a special type of Contact that can sign in to the system. However a user cannot access anything without Positions and Duties.
Only users with at least one Position associated with an event will have access to the event. Other users will not even know the event exists.
This allows your organisation to use the system for many activities ranging from emergency management, event coordination, inspections, risk management, after hours call outs, business continuity, staff expense tracking and timesheets, rostering and much more.
Before managing users, it is essential to understand the concepts around how users sign in and access events. See Your User Account for more on this.
Positions
The following table outlines positions that can manage users with default security policies:
System Admin - User Management
Users on duty with this position can send manage users
Other positions and positions with custom security policies may have similar security policies.
Access
To manage users:
Sign in with a user management position
Navigate to Operations > Contacts.
Finding Users
Searching and Filtering
Users are found the same way as Contacts.
In addition, there is a 'Is User' column in the datagrid that can be used to identify users.
For more information on searching and filtering refer to the Finding Contacts.
The following additional search options are available only for users:
Filtering
Users can be found under the following additional sections in the Contacts register:
Type > Users
Users
Filter menu explanations
The following lists some of the filters and how to use them.
For CQL queries and field definitions consult the CQL Reference.
Type
Users
is:active isUser:true
Finds all Contacts with a positive status that are flagged as users
Users
Active Users
is:active isUser:true
Finds all Contacts with a positive status that are flagged as users
On Duty
is:active isUser:true onDuty:yes
Finds all Users that are currently on duty
Querying
CQL searches can be performed via either the Filter menu or Search bar.
The following provides some sample searches for users. For a list of available fields, consult the Contacts Data Dictionary.
Query examples
For specific users
Find all users that are on duty
isUser:true AND onduty:true
Find user with first name of Rick and last name of O’Shea.
firstName:Rick lastName:O'Shea AND isUser:true
Find users with first name of Rick and last name of O’Shea who are on duty.
firstName:Rick lastName:O'Shea AND isUser:true AND onduty:true
Media searches
Find contacts where an avatar file has been uploaded
avatar:any
Find contacts where the avatar file field is empty
avatar:none
Find contacts where a signature file has been uploaded
signature:any
Find contacts where the signature file field is empty
signature:none
Viewing Users
To view a user account:
Navigate to the Contacts register under Operations
Filter or search the datagrid. You can do this from the filters in the Users section or the Type section (Users)
Open the record using the ID, Status or Name
User Account Settings
The User Account settings can be found in the User Account section at the top right hand side in view or edit mode.
User Account
Enable user account for this contact
The Enable user account for this contact setting determines whether a user account exists for the contact. If ticked, the contact has a user account and can sign in to the system.
Positions
This field is used to manage position(s) that the user can sign in with, along with their organisation if applicable.
Refer to: Adding and Removing Assigned Positions
Copy from Email Field
This setting indicates whether the user sign in email is the same as the contact email. They can be two different emails if necessary. It is recommended that they are the same email so that the user doesn't forget their sign in email.
Send user a welcome email
This indicates whether the user should have received an email notifying them of their user account and how to update their access credentials. Administrators can use this field to trigger a welcome email to remind the user of their access details.
Email Subscriptions
Email Subscriptions allow you to opt contacts in or out of communications from Datalink. We send communications on the software updates and news, maintenance updates and system outages. Depending on which of these options is set you may receive more, less frequent or no updates from us.
Advanced
This section is typically only available for Users.
Avatar
The Avatar field is used to upload a users photo or other image in jpeg format that represents them visually. For more information about uploading files refer to the File Upload field type.
Signature
Signatures are used with templates, such as those for compliance. It supports the upload of a JPEG or PNG file.
Signature Text
The Signature Text often accompanies the signature, for example in compliance templates. This is usually the person's official title.
External ID and External Source
These fields are used to identify the user from an external system. Contact Datalink if you need to do this.
Current Duty Status
The current duty status if known for the User.
Last On Duty
The date and time when the user was last on duty from the audit log. This field is read only.
Last Login At
The date and time when the user was logged in from the audit log. This field is read only.
User Created
The date and time when the user record was created from the audit log. This field is read only.
User Updated
The date and time when the user record was last updated from the audit log. This field is read only.
User ID
The User ID is a unique identifier that is sometimes used in place of the Sign in Email field (when the user signs in). It is rare that you will need this setting. Sometimes Datalink may request this for technical reasons.
Creating User Accounts
Every user account must have an email address, and it must be unique. This is used to log into the system, and is specified in the Sign in Email field.
The same email address cannot be shared between user accounts on the same Site.
To create a user account:
Navigate to Operations module Contacts register
Create or edit a Contact using the New Contact button
or option from the New Item listIn the General section, set the Contact Type field to Individual
Complete the contact details including Phone and Email. Note that Email is used by default as the user's Sign In Email.
In the User Account section on the right, tick the box that says Enable user account for this contact
In the Positions field Add one or more Positions. You can do this by typing the position name into the field and selecting it from the lookup. See Adding and Removing Assigned Positions.
In the Sign in Email field, put the email address you wish the user to use as a sign in. If the user is using the Primary Email, tick the Copy from Primary Email field. It is best practice to tick the Send user a welcome email to notify them of their new user account.
Complete the additional sections for:
Workflow section. When setting up new users the Contact should be Active by default and the Event should default to the event you're currently on duty for.
Communication Preferences and Email Subscriptions sections (refer to Contacts Settings for more info)
Advanced, optionally upload an Avatar or photo (refer to Contacts Settings for more info)
Save
Testing Access
A good way to test users is to have a test account that you can use in a second web browser. You can change the position in this test account if you want to confirm or test it out. This is a good way to simulate user's access which will be less than yours. If you need to make changes you can switch to the first web browser, make the changes then test in the second web browser.
Editing User Accounts
Users can be edited from the Contact Register datagrid.
Navigate to the Contacts register
Locate the User Contact you wish to edit by using the Edit button
Make the necessary changes to the settings
Save
to save your changes
Adding and Removing Assigned Positions
Positions are assigned with the Positions field under User Account. You can do this by typing the position name into the field and selecting it from the lookup. They can be removed with the x.
Do not add Public User position to any staff. This is a special position which has a specific use, no users should ever have this position, it may cause huge problems if you do.
Activating and Deactivating Contacts
To activate or deactivate contacts, use the Contact Status field.
Set to Inactive to deactivate (hide) the contact.
Set to Active to reactivate deactivated (hidden) contacts.
Automated Account Deactivation
A key security feature, if enabled, is a scheduled daily process that runs that deactivates inactive accounts that have not been used for more than 24 months. If unsure that this has been enabled for your site please contact Help Desk.
Warning period
30 days prior to user deactivation:
The user is sent a notice by email asking them to log in and update their user profile details
Users with position ‘System Admin - User Management’ are sent a summary notification
User is added to the Users > 'Approaching Deactivation' filter
7 days prior to the user deactivation:
Users who still haven't logged in are sent a final reminder that their account will soon be deactivated
Deactivation
Any user who still haven't logged in after the warning period:
The user account is automatically deactivated
User is added to the Users > 'Deactivated' filter
Users are sent a notice by email advising that they can no longer use their account (they should contact their administrator if they wish to reactivate their account)
Setting a user's communication preferences and Email subscriptions
Users can set their own notification preferences or user administrators can set them on their behalf.
Communication Preferences
A contact user can have multiple phone numbers (Primary Phone and Secondary Phone) and email addresses (Primary Email and Secondary Email) and which of these to use when sending communications is set using the fields SMS Communications and Email Communications.
Whether or not the user receives email and SMS communications is controlled by the options Receive communications by SMS and Receive communications by Email.
Communications are sent either via a communication message or automated emails to alert users of key events, such as item assignment. A coordinator can bypass these user options when sending urgent communications.
Email subscriptions
Datalink sends a low volume set of emails that keep users updated, informed and trained in the product.
Bulk Actions
Bulk ActionsThe following additional bulk actions can be performed by administrators in addition to those that can be performed on standard Contacts:
Bulk Edit
Refer to: Bulk Edit Positions, User Account Status, On Call status
Bulk Create Expertise Item
Refer to: Expertise
Merge
Refer to: Merge
Bulk on duty (Administrators only)
Puts selected user on duty to selected positions
Bulk off duty (Administrators only)
Puts selected user off duty to selected positions
Send Welcome email (Administrators only)
Resends the Welcome email to the user
Importing Users
Users can be imported as contacts and then converted using the Bulk Edit.
Refer to: Contacts Import
Reports
Running ReportsReports for user management are found under the User Reports section of Reports. This includes:
Users Report
User Event Participation Report
Other useful reports include:
Security: Users having positions
Security: User positions based on current duty
Expertise Report
Roster Availability
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