Some fields are mandatory and require an entry to create a new user account. The names of mandatory fields are indicated by a red asterisk in the interface.
Last Name: Mandatory field in which you type the user's last name. The name can be any alphanumeric string up to 50 characters in length. The last name is the user's actual last name, and is not to be confused with the username used to log in.
Middle Initial: Not mandatory; however, you can type the user's middle initial in this field, if desired.
First Name: Mandatory field in which you type the user's first name. The name can be any alphanumeric string up to 50 characters in length. The first name is the user's actual first name, and is not to be confused with the username, which is used to log in.
Username: Mandatory field in which you specify the username that the user enters to log in. The username can be any alphanumeric string up to 50 characters in length. It can be generated automatically from the entries in the First Name and/or Last Name fields when the Username Field Using This Pattern option is enabled at the workgroup level.
E-mail Address: Not a mandatory field. If the Expert permission is enabled and email will be used for expert and user communication, the e-mail address is necessary. Experts are subject matter experts to whom users can submit questions while taking subjects. To receive these questions via email, the expert's email address must be provided. The email address can be set to any alphanumeric string up to 255 characters in length. If the email field is left blank for an expert or user, questions and answers can be posted in Knowledge Center.
Password: The password for the user account. While it is a good idea to include a password for a user account, this field is only mandatory when the Have Blank Passwords option is disabled at the server level. If this option is enabled, it is not necessary to enter a password to create the user account. If a password is created, the user needs to enter this password when logging in. The password can be set to any alphanumeric string up to 50 characters in length. Passwords are case-sensitive.
Confirm Password: The password for the user account, entered again for verification.
Start Date: Optional field that allows a Manager to set a date for the username and password to be valid on the system. Before this date, the user will be unable to log in. If this field is left blank, the account is valid immediately.
End Date: Optional field that allows a Manager to set a date for the username and password to expire. On this date, the user can no longer log in. Dates can be typed in any format and will be converted to the mm/dd/yyyy format. If the End Date field is left blank, the account never expires. The default administrator account, set up during installation, cannot be set to expire.
Active: If this option is disabled, the user is inactive and cannot log in. This feature enables a Manager to suspend user accounts when necessary. By default, inactive accounts are not included in reports, although some reports allow you to include them.
Custom user fields (available only in Professional edition): Custom user fields created on the server are listed below the standard fields. Custom fields may be mandatory; the names of mandatory custom user fields have a red asterisk next to them in the interface.
Permissions
User permissions determine the specific administrative functions a user may perform. A user may be given any number of permissions or none at all. The default is no administrative access.
System Administrator: Has full access to all features and can act as an expert. Users with this permission see a Manager link on the Knowledge Center home page.
Manager: In a Professional edition installation, has full access to a particular workgroup. The manager sees only what is available to that workgroup. Workgroup managers can create and maintain users, user groups, knowledge paths, path categories, and titles for the workgroup to which they are assigned. Users with this permission see a Manager link on the Knowledge Center home page. Managers also have a Reporter link and are able to run reports.
In a non-Professional edition installation, a Manager has full access to create and maintain users and titles and run reports.
Reporter: Can run a variety of reports. Users with this permission see a Reports link on the Knowledge Center home page.
Expert (available only in Professional edition): If the Expert Advice feature is enabled, you can assign the Expert permission to a user. An expert is a subject matter expert to whom users can submit questions as they take subjects in the Knowledge Center. When a user is identified as an expert, he/she can be selected as an expert for specific titles. If this permission is enabled, the E-mail Address field must be completed for the expert to receive notification via email that questions were posted. If an email address is not provided, the expert can check for questions in the Knowledge Center and respond accordingly. An expert can also run a report from the Get Expert Advice page that displays questions and answers.
Feedback Monitor: A feedback monitor can view comments and run a report from the Review Feedback page. When a user is identified as a feedback monitor, he/she is then selected as a monitor for specific titles.
External Reports (available only in Professional edition): Lists the external reports that are available. If a user has Administrator permission, all external reports are displayed. The reports are selected and cannot be deselected.
If a user has Manager permission, only the external reports available to that workgroup display. The reports are selected and cannot be deselected.
If a user has Reporter permission, only the external reports available to the workgroup display. The reports are deselected and can be selected.
Expert Advice (available in Professional edition only)
If the Expert Advice feature is enabled and the user has been assigned the Expert permission, a list of titles appears. You can assign the user as an expert for specific titles.
Titles Available for Feedback
Lists the titles for which users can enter feedback. You can assign the user as a monitor for specific titles.
Clear Tracking Data
You can use this to clear all tracking data for the user. This deletes all history of the subjects a user has taken, including assessment scores.
Change Workgroup
You can move a user to another workgroup. This is helpful if you want to delete or consolidate workgroups, but do not want to lose users or tracking data.
To create a user:
Display the User Management page.
Click Create User.
Enter the required and optional information for the user properties.
To create a user: