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Create and Manage Users

 

Note:  Only company Supervisors have the ability to create new users.

Tip:  Users are given a default project permission level but this does not give them access to any projects. You must add them to projects (as an individual or part of a user group) and you then have the opportunity to edit their permission level for each project they're added to and specify the permissions expire date.

1:  Creating Users

Click the company name/logo to access your company page.

A list of existing users will appear. Click on the "+ User" link to add a new user.

Then follow the steps below based on the type of user you want to create:

1.1:  Creating a New User

The "Add User" window shown below will appear. Enter the required information and select "Create User."

  • Email Address:  Enter a valid email address for the user.
  • Company:  The name of your company will auto-fill.
  • Supervisor:  Gives the user the highest level of permissions.
  • Project Creator:  Gives user the ability to create new projects.
  • Account Expires:
    • Never:  Account does not expire
    • Expiration Date:  Specify a date to restrict access to a certain amount of time
  • User Groups (optional):  Attach the user to existing user groups.
  • Application Language:  Select the language for the Decipher application. You can change the application language to French, Spanish, Portuguese or Japanese.
  • Welcome Message (optional):  Enter a message to include in the invite.
  • Default Project Permissions:  Set the default permission level for the user. Click here for the full details about each level.

Once you select "Create User," an email is sent to the new user, including instructions for setting up a password for their login.

1.2:  Creating a New Shared User

Security best practices require each user account to be accessible only by one user. Shared users, where the username and password is distributed to multiple users may be against security practices at your company, as you will not be able to identify who is using the account.

The "Add User" window shown below will appear, select the "Shared User" tab. Enter the required information and select "Create User."

Note:  Shared users are restricted to read-only permission.

  • User Name:  Enter a user name, e.g., "Board Members."
  • Company:  The name of your company will auto-fill.
  • Account Expires:  Specify a date to restrict access to a certain amount of time.
  • Password:  A password is automatically generated for the account.
  • Default Project Permissions:  Set the default permission level for the user. Click here for the full details about each level.
  • "Custom" permissions allow you to select the access level for each area, if none of the presets match your needs. Click here for a definition of each option.

You must make note of the password and distribute it to the shared users.

1.3:  Project Permissions Presets

See the "Permissions Options" below for descriptions of each access level setting.

  Full Access Edit Access View Only w/Data View Only Vendor
Survey: Build Edit View View View
Reporting / Crosstabs: Edit Edit View View None
Data: Edit Download Download None None
Field Report: Edit Edit View View View
Campaign Manager: Build None None None None
Research Dashboard: Build View View View None
Theme Editor: Full Use All Use All Use All None
Admin: Full Full None None None

1.4:  Permissions Options

These options explain the presets outlined above, and may also be used to define custom permission settings.

Note: The survey state must be in testing before your colleagues can access a specific project.

  • Survey -
    • Build:  Create and edit surveys in the survey builder
    • Edit:  Edit surveys in the survey testing application
    • View:  Test surveys (but without the testing tools)
    • None:  No survey access
  • Reporting / Crosstabs -
    • Edit:  Create and edit reports in Crosstabs
    • View:  Run crosstabs reports
    • None:  No crosstabs access
  • Data -
    • Edit:  Modify data using the "Edit Data" tool
    • Download:  Download data
    • None:  No data access
  • Field Report -
    • Edit:  Edit quotas
    • View:  View all tabs in the field report
    • None:  No field report access
  • Campaign Manager -
    • Build:  Create and manage email campaigns
    • None:  No campaign manager access
  • Research Dashboards -
    • Build:  Create and edit research dashboards
    • View:  View private research dashboards
    • None:  No dashboard access
  • Theme Editor -
    • Full:  View, apply, customize, export and import all survey themes
    • Use All:  View and apply all survey themes (no export, import or theme customization)
    • None: No theme editor access
    • Use Company: View and apply only company survey themes (no export, import, or theme customization)
    • Use System: View and apply only system survey themes (no export, import, or theme customizaiton)
  • Admin -
    • Full:  Add/Remove existing users to projects. Only supervisors can create new users. The permissions granted to others cannot exceed your existing permissions for the project.
    • None:  No adding/removing user permissions

2:  Managing Users

Users are also managed from the company page. A list of existing users appear under the "Users" tab. From here you can make changes to one user or edit multiple users at once, review login activity, and view user groups and projects each user is involved in.

Supervisors are identified by an asterisk next to their image.

2.1: Editing a User

To edit a user, simply click on their name and the edit user window opens.

Edit the user's settings as required. 

If you are making changes to the default project permissions, click here for a detailed explanation of the project permissions presets.  If you need further customization, select "Custom" and you can set default project permissions individually for:

  • Survey (Build, Edit, View, None)
  • Reporting/Crosstabs (Edit, View, None)
  • Data (Edit, View, None)
  • Field Report (Edit, View, None)
  • Campaign Manager (Build, None)
  • Research Dashboard (Build, View, None)
  • Admin (Full, None)

For example, to restrict a user to only viewing permissions of all tabs for the Field Report, first select "Custom" from the Default Project Permissions dropdown, and then select "View" from the Field Report dropdown.

Once the changes are made, click "Save."

2.1.1: Audit Log

To view an audit of the user's account activity, you can select the user and click "Audit Log" in the edit window shown above.  The audit log window opens displaying activity on the user's account.  You can click any of the column headings to sort ascending/descending.

2.1.2: Reset Password

To send an email to the user to reset a forgotten password, you can select the user and click "Reset Password" in the edit window shown above. 

A confirmation message displays and the following email is sent to the user.

2.2: Deactivating a User Account

To deactivate an account, you can select the user and click "Deactivate Account" in the edit window, shown above. Alternatively, check the checkbox for one or more users and select "Deactivate Account."

Review the user name and if it's correct, select "Yes, Deactivate."

User accounts are deactivated after 6 months of inactivity. Click here to learn more.

2.3:  Show Deactivated Users

To show deactivated user accounts, select the "Show Deactivated Users" link in the "Users" tab of your company page. The deactivated accounts will appear in the list, displayed in a lighter shade.

2.3.1:  Reactivate Account

To reactivate an account, show the deactivated users in the "Users" tab of your company page (described above). Select the user, then click "Reactivate Account."

Review the user name and if it's correct, select "Yes, Activate."

The user may log in with their previous password once their account has been reactivated.

3:  Connecting Users to Projects

 

Once a user is created they must be given access to projects. To do this, add the user to a user group, or assign them individually to projects.

3.1:  Assign Users to Groups

A user group is simply a collection of users. Referencing the group implicitly references all user group members.

You can easily add or remove user groups to projects. Simply select a project (or several projects at once) and add a user group to it. This makes it easy to quickly add teams of people to a project.

Learn More:  Create & Manage User Groups

3.2:  Assign Users to Projects

An individual user can be assigned to a project a couple of ways:

3.2.1:  In the Research Hub

In the research hub (list, grid or full view), check the box for the project(s) and select the users icon   in the top center of the screen. Select "Add Users to Selected Projects," then enter the user name(s) and set the permission level for the project. Mouse-over the   icon to review the permission settings. Then click "Apply."

To remove user(s) from projects, select the project(s) and click on the users icon   in the top center of the screen. Select "Remove Users from Selected Projects," then enter the user name(s) and click "Apply."

3.2.2:  In the Project Page

Alternatively, when you select a project it takes you to the project page. Under the "Users" tab select "Add Users / Groups" to assign user to the project. Enter the user name(s), set their permission level for the project and click "Add to Project." The user(s) assigned to the project are then listed under the "Users" tab.

To remove a user, simply click the X next to their name to revoke access to the project.

3.3:  Assign Users' Project Specific Permissions

When users are assigned to projects, their default project permissions will appear in the dropdown. These default project permissions can be updated to on a per project basis, as the user is assigned to a project. Permissions can be made more or less restrictive depending on the needs of the current project and will override the user’s default project permissions.

After a user has been assigned to a project, project specific permissions can be updated by clicking the user’s permission option.

Additionally, users can be restricted to components of the Field Report, limiting their view to assigned tabs or specific sample sources. Click here to learn how.

3.4:  Assign Users Automatically to a Directory

A user can be setup by their company supervisor to be added to all projects within a directory automatically. The steps to assign users automatically can be found here.

To remove a user from directory access, the Company Supervisor can go to the "Directories" tab and click on the directory name to edit it. Then click on the X next to the individual to remove their access to the directory.

4:  Setting Users Permissions Expire Date

When you select a project from the portal, the project page opens where you can set a user's permissions expire date from the Users tab. The permissions expire date is set on a per project basis and specifies when the user's permissions expire for the project. By default, a user's permissions expire date is set to "Never."

Note: Only company Staff & Supervisors and Admins have the ability to set a user's permissions expire date. 

To set a project user's permissions expire date, click the current permissions expire date to open the Edit Permission Expiration window. Then choose "Select Date" from the dropdown and the current date displays in the date box.

Next, click inside the date box to open a calendar so you can choose an expiration date from the calendar and click "Apply." The permissions expire date is updated.

Permissions expire at 12:00 am on the expiration date or 24 hours after an edit is made.