User Management - Part 6 - Tools

Modified on Fri, 7 Jun at 9:57 PM

User Management Tools

Introduction

There are three tabs in the Users area (Administration > Users) which help managers monitor users’ activity in the system, check if their email address is working correctly and interrogate their personal preferences:

The User’s Activities tab collects login information.

Tip
Additionally, each user record displays a graph at the bottom of the General tab which shows the user’s number of logins per month.
The Suppressed Emails tab lists any users whose email address has been blocked by the system.
In the Reports tab, a list of each user’s personal preferences can be generated.

User’s Activities tab

The User’s activities tab within iPassport records all users’ login history. Information displayed includes login duration and concurrent user logins.

The tab is available to users with Administration Editor role privileges. In particular, the permission, “User Accounts:Preference Report” is required for the tab to be visible.

Search Activity

To search for the activity of a specific user, simply enter their name into the ‘User Name’ search field.

The search can be limited to a specified date range, using the ‘Activity Start Date’ and the ‘Activity End Date’ fields. Click in the fields to bring up a pop-up calendar where dates can be selected.

The results show when the user logged in and logged out and the total session time. Each row represents a different login/logout period. As such, the ‘Edit Licence’ column refers to the total number of editor and view-only licences logged in during that particular session.

The results can be exported from iPassport using the ‘Export List’ option, in the top right corner of the results area. This downloads a copy of the search results in CSV format which can be opened in Excel™.

To retrieve the details for all users enter a ‘space’ in the ‘User Name’ field. This will display all users’ activity.

It is possible to search for activity in a specified date range, using the ‘Activity Start Date’ and the ‘Activity End Date’ fields.

Suppressed Emails tab

This tab is visible to users who have the Administration Editor role but only Site Admins can reinstate suppressed emails.

Note

SITE ADMINS
It is strongly recommended that each account has at least one Site Admin.
They are automatically granted access to all areas of iPassport, regardless of their user group membership. This includes privileges no one else has, like viewing the ‘Suppressed Emails’ tab and accessing private records whose owner has left the organisation and which would otherwise be locked. Site Admins can also save the day if an OU gets accidentally detached from user groups in such a way that no one else can see it.
The first Site Admin can only be appointed by the iPassport support team (support@genialcompliance.com).
This person can then add other users to the list of Site Admins.

If a user reports they are not receiving emails from iPassport, this is probably the first place to look.

iPassport’s mail server monitors email traffic and the provider is entitled to disable our service if emails sent to a given address are repeatedly bounced. To prevent this from happening, the system internally catches bounced emails and suppresses further emails to that address. This gives users the opportunity to investigate the problem and un-suppress the email address when the issue is resolved.

Emails can be refused by the user’s email system for many reasons. There might have been a problem with the recipient’s mail server, or their inbox was full, or because the email address entered in iPassport was incorrect or invalid.

This tab collects any suppressed addresses and those listed will not receive any emails from iPassport.

To reinstate the email address, only Site Admins and the iPassport support team have access to the trash/bin icon in the Actions column. Clicking it removes the address from the list and allows emails to be sent to that recipient again.

Reports tab

Another place to investigate why a user is not receiving certain emails is in their personal preferences. The ‘Personal Preferences’ area (My Profile > Preferences) allows a user to disable email notifications generated by different events in the system. It is not possible to change another user’s personal preferences but administrators can view them.

The permission, “User Accounts:Preference Report” is required for the tab to be visible.

The report, “User preferences” can be generated to obtain a list of the personal preferences of every user in the account.

This report is also an easy way to produce a list of all the users in the account. Inactive users are also listed and labelled as such.

Next Step:

The next article covers User Importer

Previous Step:

The previous article covers Inactivating/Reactivating Users