Summary

• In Annex Cloud, users interact with the system in a variety of ways. They can be customers, marketers, administrators, customer service analysts, or other roles or types within the system. Different roles or types can have different levels of access within the system based on your requirements.
• Administrators can create custom roles and assign product level access for a specific site. Based on these roles, users are given access to different sections within the product.
• This eliminates the requirement for development teams to create hard-coded predefined roles. As a result, an administrator can change the roles to suit their requirements without involving the development team.

Manage Users

The Manage Users page provides access to the members that exist in the member database for your site.

Navigation: Users > Manage Users

The Manage Users page includes the following features.

Search

Find a specific member within the Manage Users database. Member details can be retrieved by entering the following information:

• User Name: Enter the member’s name, for example, John Doe.
• User ID: Enter the member ID, for example, user@domain.com.
• Content Text: Enter the text you want to search. Due to the auto search facility, all the options related to the text provided is displayed. You must select one of the options from the displayed list.

User Upload

There are three options under user upload that is, add single user, bulk user upload and user creation log.

Add Single User

1. Click Add Single User to display the following page.
2. Under Profile Settings, complete the following fields.

• Name: Enter the user’s first and last name.
• Email: Enter the user’s email address.
• Session Timeout: Enter the time after which the user’s activation link expires. The link is sent to the user’s email address. The default value is 24 hours, so the activation link in the email expires after 24 hours.
• User Type: Select an option. There are two types of users as shown below:
  • Customer: A user can login using Annex Cloud credentials.
  • Customer-SSO: A user can login using client website credentials. This feature is only available for sites in which the SSO feature has been enabled in the super admin.
• Status: This field shows the user’s status.
  • Active: The user has accepted the invitation and created a password.
  • Inactive: The user has yet to accept the invitation and generate a password.
• You may not be able to set the user’s status to Active if the user has not accepted the invitation. Once the user has accepted the invitation and become Active the first time, you can set the user to Active or Inactive as necessary.
  • Template Access Limitation: One option must be selected next to the Template Access Limitation.
  • Select Templates: Select one or more templates according to the user’s needs.
    • All Templates: All templates are selected automatically.

3. Click Permission Settings to display the following page. Permission Settings allows you to assign a Role to the user to govern the amount of access they have to the system. You must choose one option from the list.
   There are predefined/system defined roles that provide specific levels of system access based on our experience and the types of users that interact with the system. You also have the ability to create custom roles should your needs require special settings. Any custom roles also appear in this list.

The Permission Settings consist of both system defined and custom roles. There are four predefined system roles that provide specific levels of access. These predefined roles cannot be modified, but an administrator can create a copy of these roles and customize them according to their specific requirements. Any custom roles created by an administrator will also be listed in the Permission Settings.

System Defined and Custom Roles

4. Click Create. The new user appears on the Manage Users page.

Once a user is added to the system, you can Edit, Audit and Edit/Status the user from the Action column.

• Edit allows you to make changes to the user's profile fields. The Edit option includes the user's status based on the password creation.
• Audit displays a log of all the changes made to the user’s role.

• There are three options embedded in the Edit/Status option:
  1. Password Reset: Used to reset a user's account password.
  2. Activate: Set the user's account to Active.
  3. Deactivate: Set the user's account to Inactive.

For example, if a new role is created and its status is enabled, it appears under the Permission Settings page.

Bulk User Upload

By using bulk upload, you can simultaneously upload the details of multiple users. You can upload a member file with a maximum size of 5 MB. 

1. Navigate to User > Manage Users in the portal.
2. Click the User Upload option.
3. From the dropdown, select Bulk User Upload to open the Import Bulk User pop-up window.

4. Click Download the template Excel to download the sample Excel file.
 

5. Open the Excel file and fill in the required user information using the following parameters: 

NOTE: An email notification will be sent to the Admin who performed the upload, confirming the successful completion of the upload and update.

 

 

• In the Excel file, provide the following information:

Parameters	Description
name	Provide the user’s full name.
email_id	Provide the user’s email address. It must be in the proper format as defined by the admin.
userRole	Controls the level of access the user has to the admin portal. A userRole must be selected from the predefined list in ADR (Access & Role Definitions).  Note: If an undefined role is entered in the Excel sheet, an error message will appear: "Role and permission does not exist."
userType	Specifies how the user will authenticate. Choose from the dropdown:  Customer – User logs in using Annex Cloud credentials.  Customer-SSO – User logs in via the client’s website (SSO must be enabled in Super Admin). Note on userType (Customer-SSO): If SSO is not enabled and you upload a Customer-SSO user, the system will return an error.
multitemplate_ids	Determines which templates the user can access. Options:  0 – Grants access to all templates.  Specific Template IDs – Grants access to only the specified template IDs from the site. NOTE: For the non-multiTemplate sites, you can either keep the value blank or set it to 0.
userStatus	Indicates whether the user is active or inactive. Select from the dropdown:  Active – The user has accepted the invite and set a password.  Inactive – The user has not yet accepted the invite.  Rules: If status is set to Active and userType changes from Customer-SSO to Customer → set status to Inactive and send password reset link. If status is set to Inactive and userType changes from Customer-SSO to Customer → status remains Inactive and send password reset link. Customer-SSO user status changes based on Excel status field.

6. Ensure that all required parameters are filled. The system will prevent the file from being uploaded if any mandatory information is missing and will display an error message.

 

7. Return to the Import Bulk User pop-up and click Select File to choose the filled-in Excel sheet.

8. Click Upload to begin the bulk upload process.

9. After a successful upload, a Congratulations message will appear on the screen.

10. Go to the Users page to confirm that all user records have been uploaded successfully.
 

 11. If you want to update existing user records, follow the same process:

• Update the information for existing users in the Excel file.
• Upload the file as described above.
• Upon successful upload, a confirmation message will be shown.

 

NOTE: An email notification will be sent to the Admin who performed the upload, confirming the successful completion of the upload and update.

 

 

User Creation Log

• It displays a log of all transactions made by the members. Here, you have the option to export the log report into three different formats: Excel, CSV, and PDF. If you want to download the data in a PDF format, click PDF.
• Once you click Audit, the following popup page is displayed:
   

Search Options

This feature allows you to search the member details by providing the following data:

Parameters	Description
User Name	Enter the member’s name for which you want to search the data.
User Role	To filter the data based on User Role, check the checkbox next to the User Role.
User Email ID	Enter the mail ID of the member.
User Status	An option must be selected from the User Status drop-down list.
User Type	To filter the data based on User Type, check the checkbox next to the User Type.
Invitation Status	To filter the data based on Invitation Status, check the checkbox next to the Invitation Status.
Last Login	To filter the data based on Last Login, check the checkbox next to the Last Login.

• Once you click Search, a popup page is displayed as shown in the below image. Provide the parameters information to search a member details (all the fields are optional).

 

• All the data related to the provided information will be displayed as shown in the below image:
  

Export

Export all the member's data stored in the database through this option.

The file can be exported into three different formats: Excel, CSV, and PDF. If you want to download the data in a PDF format, click PDF.

Defining User Roles

The User Roles page allows you to create new roles for your site and apply a particular role for a user to give them access according to their requirements. Users can edit, read or export only those pages for which the access is provided.

Navigation: Users > User Roles 

1. Click Add New Role.

2. Complete the Role Name, and Role Description fields.

3. The Role Status field defaults to ON (Active).

4. Click Save. The new role appears on the User Roles page.

Once the Role is defined, you can Edit, Clone, Audit and set Permissions for the role.

• Edit: Modify the information that was provided when defining the User Role.
• Clone: Create a duplicate of the selected role. Cloned roles can be customized and role settings can be changed, minimizing the amount of time it takes to recreate similar roles.
  When you click Clone, the following popup window appears. Update the Role Name and Role Description as necessary.
  

Click Yes, and the clone role is displayed in the User Roles section.

• Audit: View Role Created and Updated Log details.
  

Permissions

Once a role is created, you must set permissions for the role. Permissions govern the system access users attached to that role have. Click Permission to display the following page and set permissions for the role.

• Products - Any elements in the Your Products section of the site and features within those elements.
• Reports - Any elements in the Your Reports section of the site and features within those elements.
• Options - Any elements in the Options section of the site and features within those elements.
• Users - The Manage Users and Manage Permissions elements of the site and features within those elements.

INFO: Site Permissions does not necessarily include absolutely every element of the system at this time. We are working on adding more elements of the system to Site Permissions on an ongoing basis. Any parts of the system that are not included in Site Permissions are available to all roles by default.

 

There are three types of permission:

• View Access - the ability to see a product or features within a product. If a role does not include View access for specific Products, Reports, Options, or User functionality, users attached to that role cannot see those items in the user interface. Users with only View access can see elements of the system but cannot make configuration changes.
• Write Access - the ability to make configuration changes to specific elements of the system.
• Export Access - the ability to generate a file of data stored within the product.

The following methods can be used to set site permissions:

Conditions	Settings
To provide access to all features for a product.	Set all toggles on the Tabs level to ON.
To provide access to a particular feature.
What happens when View and Write access is granted but Export is not granted?	Action, Action Rules, and Action Series are set to View and Write, but Export is disabled. You can see the features (View = ON). The Add New Action button is enabled (Write = ON), and the Export button is disabled (Export = OFF).
What happens when Reports are enabled (View = ON), but a specific report is hidden (View = OFF)?	This example shows the Rewards Report is not available because the user has a role that does not include permissions for it

 

NOTE: Permissions for Reports, Options and Users works similar to Product.

 

NOTE: As soon as a new site is created, the default role is "Administrator", which has access to all product-level features (including the ability to create custom roles).

 

For more detail refer to: User Roles - Functions of Each Switch