Managing End Users

When assigning a Moderator or an Observer to a project, people who can be assigned this role can be Professional Authoring users associated with your Hub, or 'End Users', which are lists of people that you can define from within Forsta Discussions. This article shows you how to create these End Users.

1. Scroll to the Assign Users / Roles pane on the Project Detail page, and click the Manage End Users button.
   

2. The End Users List dialog opens, showing any existing end user lists associated with your hub. If none already exist, the list will be empty.
   
   From here, click the New List button to create a new End User list, or click the pencil icon () to edit an existing list. Follow the instructions below as appropriate.

Creating a New End User List

To create a new End User List, click the New List button (see above). Name the list in the resulting New End User List window that appears and click the Create List button.

A new empty list is created and you are returned to the End User Lists dialog. From here, you can now add new members in this list by following the instructions below, Adding and Editing Users to an End User List.

Adding and Editing Users to an End User List

An existing End User List can be edited by clicking the pencil icon () in the End User Lists window (see above). This list can be an existing one with members already added, or from a new list just created, currently with no members.

If there are already existing end users, for each user you can:

• Send an activation email. This sends an activation email for the user so they can confirm their email address is correct. This can be sent automatically when creating a user, but pressing the Envelope icon () allows this to be performed manually.

• Edit the user's details. This allows an existing user's details to be edited. You can also enable and disable an end user.
  

• Manage the access for an end user. To manage the access for an end user, click the oveflow icon () and select Manage Access.

• Delete an End Users. To delete an existing end user, click the overflow icon () and select Delete.

There are two ways to add end users to the End User List.

1. Clicking the Add End Users button at the top-right of the window, or by clicking the down-arrow to the right of this button, and selecting, Add Manually. This presents an additional dialog to enter the details for each end user, one-by-one. Refer to the section below, entitled, Adding End Users Manually.

2. Clicking the down-arrow to the right of the Add End Users button, and selecting, Import a list. This allows you to complete a spreadsheet with details of multiple end users, and then import this information into Forsta Discussions in bulk. Refer to the section below, entitled, Importing End Users from a Spreadsheet.

Adding End Users Manually

To add end users manually to the End Users List, click the Add End Users button at the top of the End Users List dialog. Add information to the First Name, Last Name, Email and Username fields. If you wish to add a comment for the user, you can use the Comment field. Ensure the Language is correct.

Each end user created must follow a link in an activation email to confirm their addition to the End Users List. This can be automatically sent by ensuring the Send default activation email toggle button is on. If not, activation emails can be sent manually (refer to the start of the section, Adding and Editing Users to an End User List above).

Importing End Users from a Spreadsheet

It is possible to add end users in bulk, by completing a spreadsheet with a list of new end users. This is a multi-step process as follows:

1. Click the down-arrow to the right of the Add End Users button and select Import a list. The Import End Users dialog appears.
   

2. Click the Download Excel Template button to download a template allowing you to bulk-fill with end user details.

3. Open the downloaded file (default name, Import_EndUser_Template.xlsx) and complete the five columns for each new end user: Username, Firstname, Lastname, Email and Language. In the language column, you should enter a number which corresponds to the correct language, which is shown in the Languages tab in the Excel file. For example, for English, enter '9' in this column. All columns must be completed for each row. Be sure to delete the example row (row 2) before saving the file.

4. Drag the completed file into the drop-zone of the Import End Users dialog, or click the Browse button and locate the complete excel file.

5. Each end user created must follow a link in an activation email to confirm their addition to the End Users List. This can be automatically sent by ensuring the Send default activation email to added end users toggle button is on. If not, activation emails can be sent manually (refer to the start of the section, Adding and Editing Users to an End User List above).

6. Click the Import File button to add the list of users to the End User List. If the file contains details for existing end users, those records are updated with the information contained within the imported file.