Adding and editing user accounts

All ClientSpace users have a user profile. For some clients, the user profile automatically imports from PrismHR or Salesforce. And administrators can manually add user profiles. The user profile record contains the username that you use to access ClientSpace, along with a few identification fields, such as Name, Department, Job Title, Phone, and Email. Additionally, the user profile has a few administrative and out of office settings.

You can edit your user profile for some demographic information, enable out of office notifications, and add modules to the topmost banner bar. Administrators perform other edits, such as role assignments and managing licenses. Roles control user access (view, add, edit, delete, and admin) to various entities. And licenses determine the available ClientSpace modules.

This topic guides you through adding and editing a user account.

To add or edit a user account:

Go to System Admin > Users.
The Users dashboard opens.
To add a user account, click Add.
The User Details form opens.
To edit a user account, highlight the row and click (Open) or Edit.
The User Details form opens.
Complete the form.

Fieldset	Field	Description
General:
	Template User (Available in the General fieldset when creating a new user)	From the list, select a user account to auto-fill values for the account you are adding. The following values are auto-filled from the selected template user: Department User Type Company Time Zone Change Password Next Login Enable Email for this Account Send Escalation Email Can Create Workspaces Workspaces Modules Security LicensesModules Additionally, saved searches from the template user will be applied to new user records created from the template user record and to existing user records that have a new template applied. Note: If you select a value in the Template User field, the system displays the Applying Template User Change message. Click Yes to continue and use the template user settings for the current user that you are creating or editing. The following graphic illustrates the Applying Template User Change message.
	Username	Required.
	Company	Auto-filled when using a Template User.
	First, Middle, Last	Required: First and Last.
	Prefix, Suffix	Provide appropriate prefix or suffix to the account. Optional.
	Job Title	Type the user's job title.
	Phone	Type the user's phone number. You can call the user directly from ClientSpace by clicking the phone icon.
	Email	Required. When you change an Active user to Inactive, the user's email is also inactivated to ensure that system emails are not sent to inactive user accounts. If an account is re-activated, the inactive status is removed from the email address.
	SMS Email	Used for Two Factor Authentication Notification.
	Department	Auto-filled when using a Template User. Select a department from the list. If a user is assigned to an organization, and the department of the user is changed, the system updates the organization's security to reflect the new department for each organization to which the user is assigned. Note: When the Department Code field for a department contains a value, the system will display the department code in brackets beside the department name in a user information summary or in brackets following a username in a user lookup for any user configured with that default department on the user profile.
	Workspace Search	Auto-filled when using a Template User. For Internal users, sets the Search Type for the Workspace Widget.
	Immediate Supervisor	Select a user from the list.
User Settings:
	Enable Email for this account	Default is enabled. Enables email notifications to external email, such as Gmail or Outlook.
	Enable Time Tracking	When selected, this setting displays the Time Tracker panel on dataforms that allow Time Tracking for this user.
	Load Home Page by Default	Default is enabled (selected).
	Adjust for DLS	Adjust the clock for daylight savings time (DLS).
	ClientSpace Digest	Select this option for the user to receive a notification for follow-up activities when the system runs the ClientSpace Digest scheduled process.
	Time Zone	Select the user's time zone.
	Upload Email Attachments	Default is Yes. Determines if attachments can be uploaded when attaching Activities from the Email Add-In. See Creating Activities, Cases, Tasks, and Claim Notes from Outlook.
	External Calendar URL	Exposes external calendar events on the ClientSpace calendar. Provide the URL to a shared calendar. See Adding external calendar events.
	Signature	Adds a custom signature message to Email Activities.
Administrator Settings:
	Global Admin	Select this option to establish the user with admin rights to ClientSpace. Note: If you select External in the User Type field, or if User Type is set as External via template, the system deselects the Global Admin option (if already selected) and locks the option to prohibit setting an external user as a Global Admin user.
	Password Never Expires	Select this option to indicate that the user password never expires. If you select this option for a user, the system disregards the Password Reset setting specified in System Admin > Security > Authentication Settings and the user will not be included when the Expire Passwords scheduled process is executed. If you do not select this option, the system uses the value in the Password Reset password settings to determine when a user password expires. The default value for the Password Never Expires field is unchecked. See Configuring your ClientSpace authentication settings.
	Change Password Next Login	Select this option to require the user to change their password on the next login.
	Can Create Workspaces	Select this option to allow the user to create workspaces.
	Send Escalation Email	Enables users to select whether to receive escalation notices for tasks in the system.
	Send Account Info Email	When this field is selected, the user receives an email with their username and login instructions.
	User Type	Select Internal to create an internal user or External to create an external user. This field is auto-filled when using a Template User. Note: If you select External in the User Type field, or if User Type is set as External via template, the system deselects the Global Admin option (if already selected) and locks the option to prohibit setting an external user as a Global Admin user.
	Default Workspace	Available when User Type = External. Determines the workspace an external user will be directed to after logging in.
	Date to Expire	Set a date to expire the user account.
	Authentication Type	Auto-filled when using a Template User.
	Domain	This field is available when Authentication Type = Active Directory. Select an Active Directory Domain for this user.
	Template User (check box)	Select this check box to indicate that the current user is a template user that you can use to auto-fill settings when you create or edit other users.
	Template User (drop-down) (Available in the Administrator Settings fieldset when editing an existing user)	From the list, select a template user account to auto-fill values for the account you are editing. The following values are auto-filled from the selected template user: Department User Type Company Time Zone Change Password Next Login Enable Email for this Account Send Escalation Email Can Create Workspaces Workspaces Modules Security LicensesModules Additionally, saved searches from the template user will be applied, or existing search settings updated to match the template user; as well as Workspaces, Modules, Security and Licenses. Note: If you select a value in the Template User field, the system displays the Applying Template User Change message. Click Yes to continue and use the template user settings for the current user that you are creating or editing. The following graphic illustrates the Applying Template User Change message.
	Reporting Profile	Auto-filled when using a Template User. Used for Business Intelligence reports. See Configuring security in Business Intelligence reporting.
	Notes	Auto-filled when using a Template User.
Out of Office:
	Enable Out of Office	Default is disabled. When you select this option, the other fields in the fieldset become available. See Enabling Out of Office option.
	Back Up User	Required when Enable Out of Office is selected. Select the user account to receive notifications on behalf of the primary user while the primary user has the Out of Office settings enabled. Notifications are sent for the time range specified by Start Date and End Date.
	Start Date	Required when Enable Out of Office is selected. Select a start date for the out of office notifications.
	End Date	Required when Enable Out of Office is selected. Select an end date for the out of office notifications.

Active		Default is Active. When selected, the user profile is active. When cleared, the user is inactive. When you change an active user to inactive, the user's email is also inactivated to ensure that system emails are not sent to inactive user accounts. If an account is re-activated, the inactive status is removed from the email address.

Click Save.