Users and Groups at a glance

Here is your Users and Groups main window:

1. Users and Groups toolbar includes the following function buttons:
   • Group – lets you manage WebAsyst groups. Click to access pull-down menu to add, modify, or delete a users group
   • User – lets you manage WebAsyst users. Click to access pull-down menu to add or delete a user, modify user's contact information, account settings, access rights, add/remove a user to/from a group, change user's status, import/export user lists to/from WebAsyst, and print users
   • View – lets you choose and customize the format in which users are listed in the Users pane (i.e. Grid, Details)
   • Reports – click to view access rights reports on WebAsyst users and groups
2. Search box. Enter user name or other detail (e.g. “Ann Miller”) and click Go to see the list of users where the search word is found.
3. Clicking on "Available Groups" will display all WebAsyst user groups and number of users in a group
4. Click to hide groups list pane.
5. Click to select all users.
6. Sorting indicator. Click to reverse sorting order. Click on a column name to sort (e.g. click “E-Mail” to sort users by E-Mail).
7. Selected user checkbox.
8. Click on a user name to open "Edit User" form where you can add and modify this user's contact details, account settings.
9. Displays total number of users in the current group.

Adding users

To add a new user, click User -> Add User from Users and Groups toolbar.

Click Contact tab to add user’s personal information. The default form contains the following sections: Contact, Phones, Home, Business, and Notes. Each section includes contact entry fields relevant to that section. By default, only Contact section is displayed. To access the rest of the sections, click "Show more" on the right side of the form. Click on a section or scroll down to enter information. Click "Show fewer" if you would like to minimize your form to display Contact section only.

Click User tab and enter Login Name (ID) and Password (will be used by the user to access his/her account). The rest of the fields are optional and can be filled out and modified at any time by an account administrator.

To send the new user his login instructions, enable “Email login instructions to user” flag at the bottom of the window.

NOTE: Registered user’s Login Name can not be modified neither by a user, nor by an account administrator. In case a user requests a different Login Name, an account administrator may create a new account and provide this user a different login.

Setting user preferences

Click User tab to specify the following user account settings:

• E-mail notification on/off option and format (HTML or Text)
• User interface language
• Time zone and daylight saving on/off option
• Start-up page; i.e. the first page displayed after a user successfully logs in to WebAsyst
• User status (active, inactive)

Click Quota to set user’s quota on resource usage (in KB) for some WebAsyst services. Leave the field blank for an unlimited resource usage.

Click Look and Feel to set color scheme, menu layout, and buttons and panels design options for a user. Selecting different options will automatically generate the corresponding preview. Two different look and feel options are shown on the picture below:

Setting user access rights

Click Access tab to set user’s access to WebAsyst services and features. The window displays the full list of WebAsyst services, functions, and features. Enable the checkbox by a service to allow the user to access it and turn on/off features and functions available in the service.

My Account - enable to allow a user to access My Account window and the following settings.

• Contact: a user can modify contact information
• User: a user can change password and account settings
• Group: a user can add and remove himself/herself to and from user groups
• Access: a user can modify manage access to WebAsyst services and features
• Quota: a user can modify quota on resource usage
• Look and Feel: a user can modify WebAsyst color scheme, menu layout and buttons/panels design
• Direct Access: a user can bypass WebAsyst Login screen and open any accessible WebAsyst page by entering its URL in the browser address field

NOTE: Enabled access to Groups, Access, and Quota windows is recommended for a user with administrative privileges only.

Users and Groups - enable to allow a user to access Users and Groups window and manage other users and groups. Recommended for a user with administrative privileges only.

Control Panel - enable to allow a user to access Control Panel window and modify system settings, add/remove or upgrade/downgrade services, or even cancel accounts. Recommended for a user with administrative privileges only.

The picture below shows My Account access settings screen:

Files – enable to allow a user to access WebAsyst Files. Turn on/off available WebAsyst Files features and functions, enable/disable access to WebAsyst Files actions and folders, and set access rights to every folder.

Photos - enable to allow a user to access WebAsyst Photos. Enable/disable access to WebAsyst Photos actions and albums and set access rights to every album.

Contacts – enable to allow a user to access WebAsyst Contacts. Turn on/off available WebAsyst Contacts features and functions, enable/disable access to WebAsyst Contacts actions and folders, and set access rights to every folder.

Mail – enable to allow a user to access WebAsyst Mail. Turn on/off available WebAsyst Mail features and functions, enable/disable access to WebAsyst Mail actions and folders, and set access rights to every folder.

Projects – enable to allow a user to access WebAsyst Projects. Turn on/off available WebAsyst Projects features and functions, enable/disable access to WebAsyst Projects actions and projects, and set access rights to every project.

Issue Tracker – enable to allow a user to access WebAsyst Issue Tracker. Turn on/off available WebAsyst Issue Tracker features and functions.

Notes – enable to allow a user to access WebAsyst Notes. Turn on/off available WebAsyst Notes features and functions, enable/disable access to WebAsyst Notes actions and folders, and set access rights to every folder.

Pages – enable to allow a user to access WebAsyst Pages. Turn on/off available WebAsyst Pages features and functions, enable/disable access to WebAsyst Pages actions and books, and set access rights to every book.

The picture below shows user access settings for WebAsyst Files service:

NOTE: it is recommended to provide access rights to some actions (e.g. create and manage service folders, allow full folder, project access, etc) only for a user with administrative privileges.

Adding user to a group

Click Group tab to add a user to any of WebAsyst available user groups. Select the groups and add them to the “Included” list. A combination of personal and group access rights will be applied to the user when added to a group.

The example below is given to demonstrate personal and group access rights combination for a user who belongs to a group which has R (Read) access rights to a folder. The resulting access for this user to a folder is displayed in the table below:

Personal Permission	Group Permission	Effective Permission
-	R	R
RW	RW	RW
RWF	R	RWF

Managing user groups

WebAsyst lets you create an unlimited number of user groups. Every user group can include an unlimited number of users. Click Group to see the list of actions allowed on a group.

Select a group and click Group -> Modify Group to see the list of both included and not included users:

To add a new group, click Group -> Add Group and enter group’s name.

To delete a group, select your group and click Group -> Delete Group.

For every group you can set access rights. In this case a combination of personal and group access rights will be applied to every user who is a member of the group.

NOTE: Deleting a group will not delete user entries.

Importing/Exporting users

You can import your users list into WebAsyst from any valid text file with comma or TAB separated columns (CSV file). Every new line in a file corresponds to a collection of one user details. User details can include User ID and any personal contact information.

Click User -> Import in Users and Groups toolbar, enter your CSV users file, template, status for imported users, user groups to which imported users should be added, and a destination folder for users’ contact information in WebAsyst Contacts. Importing template lets you set up the correspondence between fields in the imported file and user contact details fields. Outlook Express and Bat! templates are provided if you are importing your Outlook Express or Bat! address book. For a custom CSV file select Custom template and then specify field correspondence.

You can export your user lists or groups into a text file. Click User -> Export in Users and Group toolbar and indicate the users that you wish to export: selected users, user group, or entire users list. Choose field delimiter and specify user entries fields to export (e.g. User ID, Contact Name, E-Mail, Phone numbers, etc). Click OK and then "Download" link. You are then given a choice of saving the file on your local computer or opening it in the new browser window.