These two options are combined for help as they are closely linked.
This section shows how you to create single users and create groups manually that can then have access to folders. It also shows how to create multiple users and groups using a spreadsheet which you can then easily update automatically in the future. Reloading the spreadsheet is dealt with last.
Access to a folder on Webstore is controlled by the 'Change Folder Access Groups' option on any folder menu. Here, the administrator can choose which Groups are the Readers, Writers, Caretakers and Publishers for that folder.
Before you can choose a group in this way, you first have to create the group or groups, and this is done after having set up your users. The easiest way of doing this for multiple users, AND KEEPING TRACK OF ANY FUTURE CHANGES is to use a spreadsheet to add your multiple users and to create your groups.
The reason for giving group access to folders is that you can change the membership of the groups easily (via the spreadsheet) without having to change the access to each folder one by one.
When an organisation is created on Webstore, it always has an existing single user - the Administrator.
When the administrator first clicks on the Options/User Manager they see this:-
Clicking on add user gives this:-
Note that if you want to create several users, it is better to invest the time and effort to use a spreadsheet, as otherwise you will have to duplicate your efforts when you do come to use the spreadsheet.
The username and password are the ones the User needs to logon. See Logon.
The Full Name is the one that appears on the Page Details. The e-mail is the one used by Webstore to inform of page expiry.
Usually you will want a user to be able to change their password so as to be able to keep it updated and secure. However, in some cases, you may wish to create a user where the password cannot be changed, e.g. for a group of parents. They can all share the same username and unchangeable password.
Private folder details are given in Private Folder Overview.
Adding several users means the User Manager looks like this:
You can edit a single user by clicking on the User Name. The most useful reason is to renew someone's password if they have forgotten it. Any other changes are best made using the spreadsheet.
Users may be removed by clicking the "Delete" text next to them in the User Manager screen. The effects of this are to redirect any expiry e-mails for the user's page groups to the the Caretakers for that folder and to permanently delete any private folder (and its contents).
(Please note that users can only be deleted manually.)
Access to folders is done via groups on the 'Change Folder Access Groups' option on any folder menu. It is recommended that you use the spreadsheet method for both creating groups and assigning users, but it can be done on an individual basis in the following way.
To create a group, click on Options/Group Manager and click on 'Add Group'.
Add the new Group's details and click 'OK'.
This returns you to the Group Manager menu. If you now click on your newly created group you can then click on the following list of users to add them to that group.
Click on 'OK' when completed, and a confirmation box appears. Click on 'OK' and your new group of users is completed.
Go to Change Folder Access Groups to find out how to give this group access to a folder.
Click on Options/User Manager.
Click on 'Add multiple users' to give this window: -
This is where you upload your spreadsheet. To get a blank to fill in for yourself, click on the blue 'help' hyperlink, and then download the sample CSV (comma separated values) spreadsheet from the top of the instruction page 'Adding multiple users with a spreadsheet'.
The blank looks like this when downloaded:
This is a sample of how you might start filling it in:
Prefixing a password with a * means that the user cannot change their own password. See note about password above.
The blank columns after the 'add private folder' column are used to add users to groups automatically. Just include the name of the first group in the first additional column, and more groups in subsequent columns. Just as with passwords, ensure there are no stray spaces as extra groups will be formed for any different spellings.
Follow the instruction page 'Adding multiple users with a spreadsheet' and when the spreadsheet is uploaded Webstore will confirm the additions like this: -
Using a spreadsheet in this way gives you an instant check of which users and groups you have.
More importantly, you can make changes to the spreadsheet and regularly reload it. This allows you to add new users, and change the groups that existing users belong to. Most importantly, the existing usernames cannot be changed - only added to. Existing passwords do not get changed including for users who have changed their own passwords - these do not get reset unless done through editing the individual user in User Manager. Full names and e-mails can be changed on subsequent spreadsheets. Any existing groups that end up with no users from the new spreadsheet are deleted. In this way it is possible to keep track of large populations of users and groups in an easy to manage way.