eXo Platform 3.5

## Chapter 3. Manage Your Organization

This chapter covers the following topics:

- Add a user

- Manage users

- Manage groups

- Manage memberships

## Add a user

1. Click Add Users from the drop-down menu.

   The Create New Account window will open with two tabs: Account Settings and User Profile.

2. Fill all fields in the Account Settings tab which must be completed. For more details on these fields, see here.

   Further information about the user, such as nickname, or birthday, can be added in the User Profile tab that is not required.

3. Click Save to accept your new account. If you want to refresh the input information, simply click Reset.

## Manage users

By clicking Groups And Roles, you will see the Organization form which allows you to manage users, groups and memberships.

As an administrator, you can easily find, edit information of users, and even remove them from the system via the User Management tab. By default, all registered users will be shown in this tab.

Via the User Management tab, you also can define each user belonging to user groups and his memberships (roles) in these groups. You cannot add users to a group but can remove them from the group.

#### Search for users

You can search for specific users by username, first name, last name or email address.

1. Type the search term related to the user you want to search. You do not need to enter an exact term.

2. Select the information type you want to search against.

3. Click , or hit the Enter key to perform your search.

#### Edit user information

1. Locate the user you want to edit his information.

2. Click corresponding to the user with the information you want to edit.

3. Select the Account Info tab to edit main information of the user, including First Name, Last Name, or Email Address.

   Username

     The Username cannot be changed.

   Change Password

     The Change Password option allows an administrator to set a new password for the selected user. When the Change Password option is unchecked, New Password and Confirm Password are hidden. Passwords must contain at least 6 characters, including letters, numbers and punctuation marks.

   For more details on these fields, see here.

4. Select the User Profile tab to edit the personal information of the selected user, including Profile, Home and Business. You may also switch the default display language for that user by selecting another language from the Language field where all available languages are displayed in the alphabetical order.

5. Select the User Membership tab to see the group membership information of the user.

   The User Membership tab displays which groups the selected user belongs to.

   To remove the user from a group, click .

6. Click Save to accept your changes.

#### Delete a user

1. Locate the user you wish to delete.

2. Click corresponding to the user you want to delete in the main User Management form.

3. Click OK in the confirmation message to accept your deletion.

## Manage groups

Select the Group Management tab in the Organization form. This tab is used to add, edit or delete a group. You can also add or delete a user to a group and edit the user membership in the group.

By default, all existing groups will be displayed on the left pane. The right pane shows information of the selected group and of its members with the Add Member form.

#### Add a new group

1. Select the path to create a new group by clicking the group from the left pane or by clicking if you want to create a group at a higher level. The selected path is displayed in the breadcrumb bar.

2. Click in the left pane.

   The Add Group form will be displayed in the right pane.

   Details:

   Field | Description
   --- | ---
   Group Name | Name of the group that is required and unique within the portal with its length from 3 to 30 characters. Only letters, numbers and underscore characters are allowed for the Group Name field.
   Label | The display name of the group with any length from 3 to 50 characters.
   Description | A description of the group with any length from 0 to 255 characters.

3. Fill in the required fields. Once being saved, the Group Name cannot be edited.

4. Click Save to accept creating the new group.

### Note

The creator will automatically become the manager of that group. The creator's username will be added to the created group with the "manager" membership.

#### Edit a group

1. Click the group you want to edit in the left pane.

2. Click in the left pane to show the Edit Current Group form of the selected group.

3. Make changes on the fields, except Group Name.

4. Click Save to accept your changes.

#### Delete a group

1. Click the group you want to delete in the left pane.

2. Click in the row of the membership type you want to delete.

3. Click OK in the confirmation message to accept your deletion.

### Note

After being deleted, all information related to that group, such as users and navigation, is also deleted. You cannot delete the mandatory groups, including Platform, Platform/Administration, Platform/Guests, Platform/Visitors.

#### Add a user to a group

1. Select the group to which you want to add a new user in the left pane.

2. Enter the exact Username of the user that you want to add to the selected group (you can add many usernames separated by commas);

   Or, enter at least one character if you are not sure about the exact spelling and do the further followings:

   i. Click to search by your entered characters.

   After you have clicked , there will be a list of all existing users whose Usernames include the entered characters. For example, if you enter 'o', you will get the following result.

   ii. Select the checkboxes corresponding to users you want to add to the group.

   After clicking Add, you will see the complete Usernames in the Add Member form.

3. Select the membership for the users from the Membership list. You can click to update the memberships list in case of any changes.

4. Click Save to accept adding the selected users to the specific group with the specified membership type.

### Note

By default, the "manager" membership has the highest right in a group. A user can have several membership types in a group. To do that, you have to use the Add Member form for each membership type. The user's membership information is hereafter updated. You can check it by opening the User Management form and editing the user you just added.

#### Edit a user membership in a group

1. Click corresponding to a specific user with a membership in the Action column in the right pane.

2. Change the membership of the selected user by selecting another value in the Membership list.

3. Click Save to complete your changes.

## Manage memberships

The role of a user in a specific group is managed by using the Membership Management tab.

By default, eight membership types available in eXo Platform include Member, Author, Editor, Manager, Redactor, Validator, Webdesigner, and Publisher. The "Manager" has the highest right in a group.

#### Add a new membership type

1. Enter values into the fields of the Add/Edit Membership form. The Membership Name field is required, and only letters, digits, dots, dashes and underscores are allowed without ANY SPACES.

2. Click Save to accept adding a new membership, or Reset to clear entered values.

#### Edit a membership type

1. Click corresponding to the membership type you want to edit in the Action column. Information about the selected membership type will be updated automatically in the Add/Edit Membership form.

2. Make your desired changes on the Description field. You cannot change the Membership Name.

3. Click Save to accept your changes.

#### Delete a membership type

1. Click in the Action column.

2. Click OK in the confirmation message to accept your deletion.