Users

Updated over a week ago

•

3 min read

Overview

 

New users can be added to the organisation only by an administrator, through the Add User or Import Users functionality.

There are three types of users in the organisation:

  • Administrators
    Can access the dashboard, edit users, teams, workflows and organisation settings
  • Workflow Creators
    Can access the dashboard, see their workflows and create new ones
  • Regular Users
    Can only see the dashboard and cannot access Admin Settings, unless they are specified as "can edit" user in a workflow; then, they can see that workflow only

 

Rules

 

  • Email has to be unique across the organisation. First and Last Name don't.
  • User can be a member (using the same email) of only one organisation.
  • There has to be at least one administrator in an organisation. If you try to delete the last administrator, you won't be able to do so.
  • User List is alphabetically ordered
  • As soon as the administrator saves a new user, an invitation email is sent to them
    • That email contains a link (button) to the Set Password screen (Set Password)
      • It expires after 7 days
      • If it's accessed after that period, the “The link has expired” error is displayed and the invitation email is sent again
      • Email text is translated into organisation language (from Organisation Settings screen)
    • User is marked as Not Verified on User Screen and User List until they set a password
    • There is the link for resending a verification email on User Screen for not verified users only
      • The verification email can't be resent again within a minute
  • When the user is deleted, we:
    • Delete their Personal Inbox and all the files added to it
    • Don't delete their processing or completed jobs
    • Don't delete team/general inbox files uploaded by the user
    • Deleted user notifications are transferred to all the people who can edit their workflows if any (fallback to all administrators) -  i.e. rejected notification of deleted user becomes failed notification for who can edit workflow users
    • If the deleted user was the receiver of Email action (listed in “Emails to” field, by choosing his email or using metadata), they would receive an email the same as an external user (with a validation code)
  • Email address rules:
    • Has to be in [email protected] format
    • “email” part can contain letters, numbers or any of the characters -_%+
    • “domain” part can contain letters, numbers or dashes ("-")
    • “extension” part can contain letters, numbers or dashes and be 2 to 4 characters long

 

Import / Export Users

 

  • In the User List Screen there is the Import Users Button which leads to Import Users Screen
  • In this screen, an administrator can:
    • Get the user list from the specific, CSV file and import those users to Willow organisation (Import CSV Button)
    • Export the current user list to the specific, CSV file (Export current users to CSV file link)
  • CSV file contains next data, separated by comma (,) :
    • First Name
    • Last Name
    • Email
    • User role - only visible in the exported CSV file, but it's ignored when importing
  • Example of how a file for importing should look:
    John, Stojanovic, [email protected],
    Colin, Zivanovic, [email protected],
    Catherine, Mikic, [email protected],
  • When the user list from the imported CSV file contains a new user (that means a new user email because email is a unique identifier for the users in Willow) that user would be added to the user list 
    • They would be created with the default, User role
    • That user is treated the same as they were created by an administrator through Willow - they would get an invitation email and they are marked as Not Verified on User Screen and User List until they set a password
  • If the user list from the imported CSV file does not contain the current user, that user wouldn't be deleted, he would still be a member of the organisation
  • If the user list from the imported CSV file contains existing user but with changed data (First or Last Name) that user data would be updated after importing (with the data from the imported file)
  • When the imported file is not in the proper format, the error message would appear and none of the users would be imported. When it's possible, the exact line number where the format is broken will be listed
    • i.e. "Imported file is in the wrong format (error in line 11)" - 11 is the number of the line where the first error in the file appears
    • If the error appears in the first line, we don't specify the line number (because it is probably just the wrong format and the error likely appears in every line)

 

Related Articles