Managing Users

Overview

Administrators can customize the view of the Manage Users page using the Customize Column option so that only the desired user information is displayed.

Once users are added in Responsive, you can edit their details and deactivate or remove them. See this article for more information on the difference between deactivating and removing users

Permissions

Only users with the Manage Users permission can make these changes.

Select the applicable tab for your edition of Responsive.

Updating User Profile Details
1. Go to Organization Settings > Users > Manage User and click the user's name.
  The user details page appears.
2. Update the information on the page. You can edit details such as first and last name, time zone, date and time format, job title, phone number, and location.
3. Click Save to save the changes.
4. Update the information in the User Information section (such as roles, attributes, collections, tags, and teams) as necessary.
5. Edit Connected App, Display Preferences, Email Preferences, Newsletter Subscription Preferences, and Slack Preferences can be edited by clicking on their respective tabs.
  - Connected Apps: View all apps that the user is connected to from Responsive.
  - Display Preferences: Set the default landing page and default project landing page.
  - Email Preferences: Select the actions that trigger notifications and their frequency.
  - Newsletter Preferences: Turn the toggles on or off as necessary. As an Admin, you can force-reset the user's password, update their email address, and send a message to or chat with the user by selecting the required option.
  - Slack Preferences: Select the actions that should trigger notifications to Slack.
6. Click the User Activity icon to view the user’s activity at the project and question level.
7. From the left pane, select the required options to make the user the Super Admin, reset password, update business unit, deactivate the user profile, change email address, remove the user from the application, or reassign ownership to another user.
  Note: If the user is not active, an option to activate the user will also be displayed.
Updating Roles
1. Select the Role from the drop-down options, select the Attributes and then click Save to save the changes.
Updating Business Units

This option is available only if your organization uses Business Units (BUs).
1. Click Update Business Units( from the left pane).
2. Select the business unit from the drop-down options, specify the values for other fields and click Update.
3. Click Yes on the Confirmation pop-up.
Deactivating Users
1. From the left pane, select Deactivate.
2. If the user to be deactivated is the owner of content in Responsive, the Confirm Deactivation pop-up will be displayed as shown below:
3. Select from the following:
  - Deactivate User without Ownership Transfer.
  - Reassign Ownership and Deactivate User. If you choose this option, fill in the fields and click Reassign Ownership and Deactivate. The user will be deactivated and ownership transferred.
Removing Users
1. From the left pane, select Remove.
2. Click Delete on the confirmation pop-up.
  
  The user will be removed and a success message will be displayed.
3. Instead of deleting, to deactivate the user click Deactivate link which would take you to the Confirm Deactivation pop-up.
Deleting Users in Bulk

You can remove more than one user at a time by selecting the checkboxes next to their names and then selecting Bulk Delete from the menu.

You will be prompted to confirm the deletion. If any of the deleted users has been assigned as the following, you will be prompted to assign new users:
- Owner for sections and tasks
- Owner for documents, Answer Library/Content Library content, section templates
- Primary Contact or Additional Primary Contact for projects
- Owner for Content Analysis Workspaces
- Owner for a project templates
Resending Invitations

If there are any non-verified users, an option to resend invitation to the user is available. Select the user and then click Bulk Update. Under Quick Actions, select Resend Invitation and then click Update.
Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

Updating User Profile Details
1. Go to Organization Settings > Users > Manage User and click the user's name.
  The user details page appears.
2. Update the information on the page. You can edit details such as first and last name, time zone, date and time format, job title, phone number, and location.
3. Click Save to save the changes.
4. Update the information in the User Information section (such as roles, attributes, collections, tags, and teams) as necessary.
5. Edit Connected App, Display Preferences, Email Preferences, Newsletter Subscription Preferences, and Slack Preferences can be edited by clicking on their respective tabs.
  - Connected Apps: View all apps that the user is connected to from Responsive.
  - Display Preferences: Set the default landing page and default project landing page.
  - Email Preferences: Select the actions that trigger notifications and their frequency.
  - Newsletter Preferences: Turn the toggles on or off as necessary. As an Admin, you can force-reset the user's password, update their email address, and send a message to or chat with the user by selecting the required option.
  - Slack Preferences: Select the actions that should trigger notifications to Slack.
6. Click the User Activity icon to view the user’s activity at the project and question level.
7. From the left pane, select the required options to make the user the Super Admin, reset password, update business unit, deactivate the user profile, change email address, remove the user from the application, or reassign ownership to another user.
  Note: If the user is not active, an option to activate the user will also be displayed.
8. Updating Roles
  1. Select the Role from the drop-down options, select the Attributes and then click Save to save the changes.
  Updating Business Units
  
  This option is available only if your organization uses Business Units (BUs).
  1. Click Update Business Units( from the left pane).
  2. Select the business unit from the drop-down options, specify the values for other fields and click Update.
  3. Click Yes on the Confirmation pop-up.
  Deactivating Users
  1. From the left pane, select Deactivate.
  2. If the user to be deactivated is the owner of content in Responsive, the Confirm Deactivation pop-up will be displayed as shown below:
  3. Select from the following:
    - Deactivate User without Ownership Transfer.
    - Reassign Ownership and Deactivate User. If you choose this option, fill in the fields and click Reassign Ownership and Deactivate. The user will be deactivated and ownership transferred.
  Removing Users
  1. From the left pane, select Remove.
  2. Click Delete on the confirmation pop-up.
    
    The user will be removed and a success message will be displayed.
  3. Instead of deleting, to deactivate the user click Deactivate link which would take you to the Confirm Deactivation pop-up.
  Deleting Users in Bulk
  
  You can remove more than one user at a time by selecting the checkboxes next to their names and then selecting Bulk Delete from the menu.
  
  You will be prompted to confirm the deletion. If any of the deleted users has been assigned as the following, you will be prompted to assign new users:
  - Owner for sections and tasks
  - Owner for documents, Answer Library/Content Library content, section templates
  - Primary Contact or Additional Primary Contact for projects
  - Owner for Content Analysis Workspaces
  - Owner for a project templates
  Resending Invitations
  
  If there are any non-verified users, an option to resend invitation to the user is available. Select the user and then click Bulk Update. Under Quick Actions, select Resend Invitation and then click Update.