MANAGING USERS

As the Super Agency Administrator, you have the ability to create user accounts for your colleagues. Each sub-agency can have as many users as they have licenses. Only one user per license is allowed.

 

User accounts can be managed within two sections of the Digital Library: “Sub-Agencies,” and “Users.” The following instructions are for adding a New User Via the “Users” Tab.  Instructions for adding and managing Users via the "Sub-Agencies" tab can be found below.

 

Within the “Users” tab, you can add a new user and view, edit, search for, and delete existing users.

  • Click the “Admin” tab
  • In the dropdown menu, click “Users”
  • Locate and click the “+Add New User” button.
  • In the “Add New User” window fill in the user’s:
    1. First Name
    2. Last Name
    3. Phone (optional)
    4. In the Password field, you can:
      • Auto-Generate a temporary password
      • Enter your own temporary password
    5. Select the User Type (Agency User or Agency Admin)
    6. If Units are set up, select the Unit a user belongs to.
    7. Check the License(s) the user needs.
    8. Click “Save”
  • An email will be sent notifying the user of the account creation with their access credentials, which is their agency email address and temporary password.

 

Add a New User Via The “Sub-agencies” Section

Within the user section of the “Sub-agencies” section, you can add a new user and view, edit, search for, and delete existing users.

  • Click the sub-agency you wish to add a user to.
  • Within the sub-agency, select the “Users” tab.
  • Click the “+Add New User” button in the right-hand corner.
  • In the “Add New User” window fill in the user’s:
    1. First Name
    2. Last Name
    3. Phone (optional)
    4. In the Password field, you can:
      • Auto-Generate a temporary password
      • Enter your own temporary password
    5. Select the User Type (Agency User or Agency Admin)
    6. If Units are set up, select the Unit a user belongs to.
    7. Check the License(s) the user needs.
    8. Click “Save”
  • An email will be sent notifying the user of the account creation with their access credentials, which is their agency email address and temporary password. 

 

Move Users To a Sub-Agency

Users can be moved from the Super Agency to a Sub-Agency and from one Sub-Agency to another.


  • Click the “Admin” tab.
  • In the dropdown menu, click “Users”.
  • Use the search field to locate the user you wish to move, in the “Select Sub-Agency” dropdown make sure “All Agencies” is selected to ensure the user is found.
  • Locate the user in the user search results below and click the green pencil icon next to their name.
  • On the “Edit User” screen, locate the “Agency” field and select the sub-agency you wish to move the user to.
  • You may also change the user type of the user, for example, if they are an “Agency User” and you wish for them to be an “Agency Monitor” or “Agency Administrator” within that sub-agency you can select the user designation from the “User Type” drop-down menu.
  • Once all the changes to the user have been made, you can select whether or not you wish for them to receive a notification of this change.  If you wish for them to not receive a notification, uncheck the blue check box next to “send notification” just above the email editor window.
  • If you wish for the user to be notified, simply click “Save”, the user will be updated to the selections you made previously, and they will receive an email notifying them that their account has been updated.