Adding and Managing Users

Adding Users

1. Access Admin Settings
   • Navigate to Admin Settings: Click on the cog icon in the top right corner of the dashboard to access the Admin Settings.
   • Select Users: In the Admin Settings menu, select the “Users” option to open the user management interface.
2. Add a New User
   • Click Add User: Click the “Add User” button to open the user creation form.
   • Enter User Details: Fill in the required details for the new user, including: 
     • First Name: The user’s first name.
     • Last Name: The user’s last name.
     • Email: The user’s email address, which will be used as their unique identifier in Willow360.
   • Assign Role: Choose the appropriate role for the user: 
     • Administrator: Can access the dashboard, edit users, teams, workflows, and organization settings.
     • Workflow Creator: Can access the dashboard, see their workflows, and create new ones.
     • Regular User: Can only see the dashboard and cannot access Admin Settings unless specified as “can edit” in a workflow.
   • Save User: Click the “Save” button to add the user. An invitation email will be sent to the new user with instructions to set their password.
3. Import Users
   • Import CSV: If you need to add multiple users at once, you can use the “Import Users” button to upload a CSV file containing user details.
   • CSV Format: The CSV file should include the following columns: First Name, Last Name, Email. Example:
   • John, Doe, john.doe@example.com
   • Jane, Smith, jane.smith@example.com
   • Upload CSV: Click the “Import CSV” button, select your CSV file, and upload it. The users will be added, and invitation emails will be sent to them.

Managing Users

1. View User List
   • User List: The user management interface displays a list of all users in the organization, ordered alphabetically.
   • User Details: Click on a user to view their details, including their role, status (verified or not), and actions performed.
2. Edit User Details
   • Edit User: To edit a user’s details, click on the user and then click the “Edit” button.
   • Update Information: Modify the user’s first name, last name, email, or role as needed.
   • Save Changes: Click the “Save” button to apply the changes.
3. Resend Verification Email
   • Not Verified Users: If a user has not verified their email, you can resend the verification email by clicking the “Resend Verification Email” button in their user details.
4. Delete User
   • Delete User: To remove a user from the organization, click on the user and then click the “Delete” button.
   • Confirm Deletion: Confirm the deletion. Note that deleting a user will: 
     • Remove their personal inbox and all files added to it.
     • Transfer their notifications to users who can edit their workflows.
     • Not delete their processing or completed jobs.
     • Not delete team/general inbox files uploaded by the user.
5. User Roles and Permissions
   • Administrator: Full access to all settings and features.
   • Workflow Creator: Can create and manage their workflows.
   • Regular User: Limited access, primarily to the dashboard and assigned workflows.

Best Practices for User Management

• Regular Reviews: Periodically review user roles and permissions to ensure they align with current responsibilities and security policies.
• Clear Naming Conventions: Use clear and consistent naming conventions for user accounts to avoid confusion.
• Training and Support: Provide training and support to new users to help them get started with Willow360.
• Security: Ensure that users follow best practices for password security and regularly update their passwords.

By following these steps and best practices, you can effectively manage users in Willow360, ensuring a secure and organized environment for your document management and workflow processes.