This task is for users with the OC Site Manager, OC System Administrator, or OC User Manager roles.
All staff members who need access to your site's admin and those who need to log in to an Intranet must have a user account in your CMS admin. There are two ways to create users: you can create each one manually or bulk-import them if you need to add a large number at a time. When creating users (using either method), you'll need to assign them a role, as roles determine each person's permissions.
This article will cover:
Before you start, you need to know the difference between Admin and Member Management.
- Admin Management: Users added through Admin Management are given roles that have permissions to author or manage content in the site admin.
- Member Management: Users added through Member Management are given access to password-protected sites from the front end, such as Intranets or MyCity. Any staff member who needs access to an Intranet or resident who needs a MyCity account needs to be given the OC Member role through Member Management.
How to Create a User
Before creating users, ensure you're working on the correct site by selecting it from the site selection drop-down menu.
- Go to More > Users.
- If you're creating an admin user, select Admin Management from the left-hand menu. If you're creating a user as a member, select Member Management.
- Select Create New User. Enter your new user's email address into the Email field and select Next. If the user is an existing user on one of your sites, you will be taken to their details to edit them, but if the email isn't attached to an account, you'll be taken to a screen to fill in the user details.
- Fill in the user's details, including the roles they need to have.
- When you're finished, select Save.
Once their account has been created, the user will automatically be sent an email containing a link to set their password. They will then be able to log in to the site.
What to Include for Your New User
These are the default fields available for user details:
- Username: The username the staff member will use to log in to the admin or site.
- Email: The staff member's email address.
- First name: The first name of the staff member.
- Last name: The last name of the staff member.
- Manager: The username of the staff member's manager.
- Source: The source of the user details. If you're creating a user manually, this will stay set to Local, but if you need to change where your user information comes from (if you start using an external user management system, for example), you can use this drop-down to switch to the new source.
- Active: Check this box to activate the account. All users need active accounts to use CMS or an intranet.
- Roles: Select which roles you want to assign to this user from the list of built-in roles and any roles you have created. You can assign multiple roles if you want to.
- Default login website: Select the default site the user will log into. This is useful if you're adding users who need to work on only one subsite.
- Display visited child pages in the tree for... days: When a parent page has many child pages, they will be hidden under a View child pages link in the site tree. Use this field to select how many days it will stay visible in the site tree after the user accesses it.
- Language preference for content entry: If your site has a language pack installed, you can set a user's default language for content entry. This affects the language in which their authored content is presented. For example, if you have set up your site to allow visitors to choose between viewing content in English or Spanish, you can set this user's content to be displayed in Spanish by default.
- Street address: The street address of the staff member's office.
- Suburb: The suburb of the staff member's office.
- Postcode: The postcode of the staff member's office.
- Phone: The phone number for the staff member.
Once the user has been created, you can edit these details at any time.
Edit or Delete a User
To edit or delete a user, you must go through the same user management screen you used to create users.
- Go to More > Users, then either Admin Management or Member Management.
- Search for the user you need to edit or delete. Select the user from the list to edit their details or select Delete from the cogwheel drop-down menu.
- Edit the user's details or roles in the fields available.
- When you're finished, Save your change.
You can easily promote member users to admin by going to More > Users > Member Management, selecting the user from the list, and selecting the Promote button. You can also prompt the user to reset their password. Go to More > Users > Admin or Member Management, hover over the user in the list, and select Reset Password from the cogwheel drop-down menu.