Manage users

Invite new users and review your current users from within the user directory. Users belong to groups which determine which records they can see, and have roles with attached permissions which define the level of access they have to features.

Prerequisites

• You are logged in to ValidMind.
• You are a Customer Admin or assigned another role with sufficient permissions to perform the tasks in this guide.¹

¹ Manage permissions

View and search for users

View a list of users in your organization that have access to the ValidMind Platform:

1. In the left sidebar, click Settings.

2. Under Users & Access, select User Directory.

   Search the list of Organization Users by typing a keyword into the Search by name, email, title, or role… box.

Everyone in your organization can open the User Directory and see each user’s roles. Some actions depend on your role:

• To open a user’s profile from the list, your role needs the Read User permission.²
• Only Customer Admin users can invite new users or change a user’s roles. If user invitations aren’t available in your organization, Invite New Users is hidden for everyone.

² Manage permissions

Manage user invitations

Invite users in your organization to the ValidMind Platform:

1. In the left sidebar, click Settings.

2. Under Users & Access, select Invite New Users.

Invite new users

1. Under Invite by Email:

   • Enter the user’s Email address.

   • Select one or more groups from the Groups menu. Each group you select appears as a chip. To remove a group, click on its chip.

     Each user needs at least one group. Selecting only your default group, All, is enough. If you click Send Invite without a group, the invitation isn’t sent and the Groups field asks you to select one.

   • Click under Role to assign roles to that user:

     1. Click next to the role for each role to be assigned.
     2. Click Assign Additional Roles (Optional).³

2. Click Send Invite.

   Users will receive an email invitation that they must accept to join your organization. When they accept, they join every group on the invitation and your default group.

³ 
• Users invited without additional roles applied will be automatically assigned to a Basic User role with minimal permissions.
• Manage user roles

Monitor user invitations

Pending Invites

Monitor the status of invitations in the Pending Invites section. The Groups column lists every group on each invitation. Under the Actions column, click to:

• Copy Invite Link — Copy the invitation link for this user to your clipboard.
• Cancel Invitation — Revoke the pending invitation for this user.

Invite History

Review the history of previously accepted invitations in the Invite History section.

To onboard many users at once, use the Public REST API. In one call, you can invite a user with their groups and roles, or add an existing user to several groups.⁴

⁴ Public REST API

Manage user roles

NoneOnly Customer Admin users can assign or remove roles.

Other users see each user’s roles in the User Directory but not the controls to change them. Permissions on other roles, such as Create Role or Delete Role, don’t grant this ability. You also can’t remove the Customer Admin role from your own account.

Adjust the roles⁵ users from your organization have within the ValidMind Platform:

⁵ Manage roles

1. In the left sidebar, click Settings.

2. Under Users & Access, select User Directory.

Assign new roles to a user

1. Next to any individual user, click the icon to assign roles for that user.

2. Click next to the role for each role to be assigned.

3. Click Assign Roles to User to save changes.

Remove roles from a user

1. Click the next to the role for the user that you want to remove.

2. Click Yes, Remove Role to confirm removal of the role from the user.

The user keeps any announcements they already received through that role.

View and edit user fields

If your organization has added user fields,⁶ you can show them as columns in the User Directory and edit their values on each user’s detail page.

⁶ Manage user fields

Show user fields in the User Directory

1. In the left sidebar, click Settings.

2. Under Users & Access, select User Directory.

3. Click Manage Columns and turn on the user fields you want to see.

   User field columns are off by default. Your column choices are saved for you and don’t affect other users. You can sort by a user field column, and search also matches user field values.

Edit user field values

1. In the left sidebar, click Settings.

2. Under Users & Access, select User Directory.

3. Click the user whose values you want to change.

   Their user fields appear below their name and email. Empty values are blank.

4. Click a user field value, enter the new value, and click Save.

   To clear a value, delete the text and click Save.

You can edit any user’s values if your role allows you to update users, such as Customer Admin. You can always edit your own values on your profile.⁷

⁷ Manage your profile

Disable users

ImportantDisabling users is permanent and cannot be undone.

To allow users access to your organization again, including providing valid API keys and secrets, you must re-invite them.⁸

⁸ Manage user invitations

⁹ Manage your profile

To remove a user from your organization, revoking their access and any API keys and secrets:⁹

1. In the left sidebar, click Settings.

2. Under Users & Access, select User Directory.

3. Hover over the user you want to remove from your organization.

4. Under the Actions column, click and select Disable.

5. Select Disable to confirm removal of the selected user from your organization.