Manage Users

Managing all your MangoApps users and their information

Overview

The Manage Users tab displays the list of all users and the actions you can perform to manage the users on your domain. You can search the list of users using the search filters. The User Tools drop-down lists all the actions you can perform on the users such as sending invites, reset password, change email address, activate, deactivate, delete users, and much more.

Admin Portal > Users > Manage Users
  1. Search Filters: Filters for searching the users' list on your domain.

  2. Clear: Click the Clear button to reset the search filters to the default values.

  3. Search: Click the Search button to search the user's list using the selected search filters.

  4. List of users: Details of all users on your domain. You can hover over a user's name and then click the Assign button to assign organizations, managers, and departments to a user if they have not been already assigned these details on your domain.

  5. User checkbox for actions: Mark the checkbox against a user to perform actions on them from the User Tools drop-down list. You can perform certain actions on multiple users such as Send Invites, Activate, Deactivate, Make Administrator, Remove as Administrator, Set Locale, View Temporary Password, Assign (Groups & Projects, Organization, Departments, and Manager), Convert to Network User, Export Users, and Export MangoApps Email IDs.

  6. User Tools: List of all actions you can perform on users. Click the User Tools button to display the actions you can perform on the selected user(s).

The Manage Users tab is displayed ONLY for network admins and organization admins. Although, the actions in the User Tools vary for the network and organization admin.

User Roles in MangoApps

MangoApps allows for different roles with unique permission settings to streamline user administration and management. These user roles apply differently at the domain level and module level. The different user roles are:

  • Domain Administrators or Network Administrators

  • Organization Administrators

  • Network Users

  • Intranet Administrators or Company Administrators

  • Project, and Group Administrators or Team Administrators

  • Department Administrator s

  • Project, Group, and Department Members

  • Guest Users

For more details on permissions for administrator roles click here.

A user’s role determines the level of access and capabilities they have either at a network level or a module level. The MangoApps user interface dynamically configures itself based on the permissions associated with the logged in user.

Searching the Users' List

You can search for specific users in the domain using keywords and the various search filter drop-downs. The search filters are:

  • Name: Filter the users' list using the specified name.

  • Status: Filter the users' list based on a user's account status. You can choose to filter Active, Deactivated, Pending, or Rejected or search the list for All status.

    • Active: Active users who have access to the content on your domain.

    • Deactivated: Suspended users who do not have access to the content on your domain. Suspended users can not log in to your domain. The system retains the content of suspended users.

    • Pending: Users who have been invited to your domain and need the network/organization admins' approval to access the content on your domain.

    • Rejected: Users who have been invited to your domain but whose invitations have been declined by the network/organization admin.

  • Email ID/Login ID: Filter the users' list using the specified email address/login ID.

  • Employee ID: Filter the users' list using the specified employee ID.

  • Role: Filter the users' list using the selected user role. You can choose to filter users with role:

    • Network Users and Network Admins: Shows list of all network users and network administrator.

    • Network Admins Only: Shows only the list of network administrators.

    • Organization Admins Only: Shows only the list of organization administrators.

    • Guest Users Only: Show only the list of guest users.

  • Manager: Filter the users' list using the specified manager assigned to the user.

  • Login Status: Filter the users' list using the selected login status. You can choose to filter users with login status:

    • Logged in at least once: Users who have logged in to your MangoApps domain at least once since they have been added/invited.

    • Logged in today: Users who have logged in to your MangoApps domain on the current day.

    • Logged in this week: Users who have logged in to your MangoApps domain in the current week.

    • Logged in this month: Users who have logged in to your MangoApps domain in the current month.

    • Never logged in: Users who have never logged in to your MangoApps domain. Users who have never logged in to your domain have a temporary password visible to the network admin via View Temporary Password.

  • Departments: Filter the users' list using the selected department. You can choose to filter using existing departments on your domain or search the list for All departments.

  • Organization: Filter the users' list using the selected organization. You can choose to filter using the parent organization, a specific child organization or display users who have not been assigned any organization by marking the "Show only users who are not part of any organization" checkbox.

  • My Office Location: Filter the users' list using the specified office location.

To search the users' list:

  1. Type the keyword on the preferred search text box. For example, type smith in the Name text box.

  2. In the Status drop-down, select All.

  3. In the Role drop-down, select Any Role.

  4. Click the Search button to apply the chosen filters and view the users' list.

  5. Repeat 2 through 4 to apply different filters and view the users' list.

Using the search filters

Actions on Users

The User Tools button lists the actions you can perform for user management and provisioning on your domain.

User actions for Network Admin and Organization Admin

The User Tools items vary for network admin and organization admin based on their permissions. See Admin Roles for more information.

Send Invites

For users that have not yet received invites; or their invitation was lost or blocked by spam filters. To send invites:

  1. Mark the user checkbox to select the users.

  2. Click the User Tools button and then click Send Invites to send the invitation email for the selected users.

For guest users, get a unique one-time user-specific login link they can use to log in on your MangoApps domain. Use the magic link if a guest user has trouble receiving the invitation email. To get the magic login link:

  1. Mark the user checkbox for the selected guest user.

  2. Click the User Tools button and then click Get Magic Login Link to view the magic login link for the selected guest user.

  3. Click the Copy Link () button copy the magic login link and share it via email, text, messaging apps, or other methods with the guest user.

Unique user-specific magic login link

Reset Password

Resets a user’s password when the password is forgotten. The user will be prompted to change their password on their next login on the User Portal. To reset the password:

  1. Mark the user checkbox for the user whose password needs to be reset.

  2. Click the User Tools button and then click Reset Password.

  3. Enter the new password and confirm password in the Reset Password pop-up.

  4. In the Reset Password pop-up, click the Reset Password button.

The new password specified by the network admin is displayed as the temporary password in View Temporary Password, and the user can change it via the User Portal.

Network admins CANNOT reset the password for users connected via SSO services; the system displays an alert pop-up. The password reset needs to be performed by the user in the LDAP/AD or within the connected SSO service itself.

Alert pop-up when trying to reset a user's password with a SSO service

Change Email Address

For active users, changes the email address/login ID associated with the user. To change the email of a user:

  1. Mark the user checkbox for the user whose email needs to be changed.

  2. Click the User Tools button and then click Change Email Address.

  3. Enter the new email ID/login ID in the Change Email Address pop-up.

  4. In the Change Email Address pop-up, click the Change Email button.

The system will retain all the content associated with the user even after the user’s email has been changed.

Reset QR Code

In case a user loses access to the mobile device they used at the time of two factor authentication (2FA) activation, network admins can reset the QR code for the login associated with the user.

The Two Factor Authentication (2FA) setting MUST be enabled for Authenticator app/Duo app. See Browser Access for more information.

To reset the QR code of a user:

  1. Mark the user checkbox for the user whose QR code needs to be reset.

  2. Click the User Tools button and then click Reset QR Code.

  3. In the Reset QR Code pop-up, click the Ok button.

Selected user's QR code is deleted and on next login the user will be asked to scan the code again.

Activate

For deactivated/suspended users, reinstates their login privileges. To activate a user(s):

  1. Mark the user checkbox for the selected deactivated users.

  2. Click the User Tools button and then click Activate.

  3. In the Confirm pop-up, click Yes to reinstate the login privileges of the deactivated user(s).

Activating a user sends an email to the user notifying them that their activate has been activated.

Deactivate

For active users, curtails their login privileges while retaining their contributed MangoApps content. To deactivate a user(s):

  1. Mark the user checkbox for the selected active users.

  2. Click the User Tools button and then click Deactivate.

  3. In the Confirm pop-up, click Yes to deactivate/suspend the login privileges of the selected active user(s).

Deactivating a user sends an email to the network admin who deactivated the user(s).

Deactivated/suspended users do NOT count towards the number of paid users in the domain.

Delete

For selected users, deletes them from your domain while retaining their contributed MangoApps content. To deactivate user:

  1. Mark the user checkbox for the selected active users.

  2. Click the User Tools button, click Delete and in the Info pop-up click Delete User.

  3. In the Delete Confirmation pop-up, type DELETE and then click the Delete button to delete the selected user(s).

The retained content of the deleted users displays "Anonymous" as the username.

If you plan on reactivating a deactivated user in the future, choose to "Deactivate" instead of "Delete".

Make Administrator

For non-administrators, grants administrative privileges to the selected users. To make a user administrator:

  1. Mark the user checkbox for the selected active users.

  2. Click the User Tools button and then click Make Administrator.

  3. In the Confirm pop-up, click Yes to grant administrative privileges of the selected active user(s) and change their role to "Network Admin".

Guest users can't be granted admin privileges.

Remove as Administrator

For network admins, revokes the administrative privileges. To revoke a user's admin privileges:

  1. Mark the user checkbox for the selected active users.

  2. Click the User Tools button and then click Remove as Administrator.

  3. In the Confirm pop-up, click Yes to revoke the administrative privileges of the selected active user(s) and change their role to "Network User".

Edit Profile

For the selected user, modify a user's profile details. To edit a user's profile:

  1. Mark the user checkbox for the user whose profile you want to edit.

  2. Click the User Tools button and then click Edit Profile.

  3. In the Edit Profile pop-up, make the necessary modifications to the profile fields and then click the Save button.

Set Locale

For selected users, modify a user's domain-wide default language. To edit the locale:

  1. Mark the user checkbox for the selected users.

  2. Click the User Tools button and then click Set Locale.

  3. In the Set Locale pop-up, select the preferred locale from the Select Locale drop-down and then click the Save button.

View Org Chart

For the selected user, displays the organization reporting structure hierarchy. To view the organization chart:

  1. Mark the user checkbox for the user whose organization chart you want to view.

  2. Click the User Tools button and then click View Org Chart.

Organization chart of a user

View Device Access Log

For the selected user, displays the connection records of the various devices used for accessing the domain. See User Devices for more information. To view the device access log:

  1. Mark the user checkbox for the user whose device access log you want to view.

  2. Click the User Tools button and then click View Device Access Log.

Device access log of a user

View Temporary Password

Displays the temporary password for users who have never logged in on your domain or the password has been reset by the network admin. To view the temporary password of the selected user(s):

  1. Mark the user checkbox for the selected users.

  2. Click the User Tools button and then click View Temporary Password.

Temporary passwords of selected users who have never logged in on your domain

Assign

  • Assign Groups & Projects: Adds the selected users to the chosen groups & projects.

  • Assign Organization: Adds the selected users to the chosen organization.

  • Assign Departments: Adds the selected users to the chosen departments.

  • Assign Manager: Assigns a manager for the selected users for the reporting structure hierarchy.

  • Assign Location: Assigns an office location to the selected users. The users are automatically added to the location-based group associated with the office location.

To assign a group, project, organization, department, manager, and location to the selected users:

  1. Mark the user checkbox for the preferred user(s).

  2. Click the User Tools button, hover over Assign and then click Assign Location.

  3. In the Assign Location pop-up, enter the office location and then click the Assign button.

  4. Repeat steps 1 through 3 for assigning groups & projects, or organization, or departments, or manager to the selected user(s).

Accept Invitation

For the moderated invitation method (Admin Portal > Domain > General Settings > Invite, Signup & Login Settings > Employees to invite other employees > Moderated), accepts the request and officially allows the user to work in MangoApps. Applies for non-domain users invited by network users via User Portal > People > Tools > Invite People. To accept pending invitations:

  1. Mark the user checkbox for the selected users whose status is "Pending".

  2. Click the User Tools button and then click Accept Invitation.

  3. In the Confirm pop-up, click Yes to add the users as network users and change their status to "Active".

Decline Invitation

For the moderated invitation method (Admin Portal > Domain > General Settings > Invite, Signup & Login Settings > Employees to invite other employees > Moderated), rejects the request disallows the user from joining MangoApps. This applies to users invited by network users via User Portal > People > Tools > Invite People. To decline invitations:

  1. Mark the user checkbox for the preferred users whose status is "Pending".

  2. Click the User Tools button and then click Decline Invitation.

  3. In the Confirm pop-up, click Yes to add the users as network users and change their status to "Rejected".

As a network admin, you can activate the users whose invitations were previously declined by clicking the "Activate" link and sending an invitation email to the rejected user.

Convert Guest User to Network User

Grants network user privileges to the selected guest users. To convert a user:

  1. Mark the user checkbox for the preferred guest user(s).

  2. Click the User Tools button and then click Convert to Network User.

  3. In the Confirm pop-up, click Yes to convert the guest user into a network user and change their role to "Network User".

Export Users

Exports the details of users to a .csv or .xls file. You can export the details for Selected Users Only, Network Users Only, Guest Users Only, Never Logged In Users Only, Team Admins Only, Deactivated Users Only, or All Users. To export the users' data:

  1. Mark the user checkbox for the selected users. This is an optional step if you choose other options in the Select Type drop-down.

  2. Click the User Tools button and then click Export Users.

  3. In the Export Users pop-up, select the type you data export you want in the Select Type drop-down. For example, select Selected Users Only to export the details of only selected users.

  4. In the Select Format drop-down, select the file format for the data export. For example, select XLS to export the users' data to a spreadsheet.

  5. Click the Export Users button.

    The exported data file is available in Admin Portal > Home > Exported Data. Also, the recently exported files are displayed in the Exported User History section in the Export Users pop-up.

Exporting user data to a .csv/.xls file

All network admins receive a notification and an email when the data export is ready for download.

Export MangoApps Email IDs

Exports the aliases to a .vcf or .xls file of all active users on your domain. Aliases are users' MangoApps email IDs generated by the system if enabled via Admin Portal > Email > Configuration > User Email Addresses > Assign MangoApps Email address to all users. To export the users' aliases:

  1. Click the User Tools button and then click Export MangoApps Email IDs.

  2. In the Type of export drop-down, select the file format for the data export. For example, select XLS to export the users' aliases to a spreadsheet.

  3. Click the Export button.

    The exported data file is available in Admin Portal > Home > Exported Data.

Exporting the aliases of all users

All network admins receive a notification and an email when the data export is ready for download.

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