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===Activating a User===
====From the Organization Hierarchy====
Adding a user to a level of the hierarchy does not mean that when they log in they will be able to access the system. You must manually enable the user to have access to the system. This process will change a contact ''into'' a user from the '''Organization Hierarchy,''' therefore enabling them to specifically log in and access [[SmartSimple]].
1. Access the [[contact]](s) you are looking for with the 9-square [[menu]] icon on the top right of your screen.
:: {{Icon-Menu}}
2. For a comprehensive list of all contacts, select '''People '''under the '''Organizations '''heading.
3. From the [[Organization hierarchy,|Organization Hierarchy]] under '''Organizations, '''you may access contacts by finding them under their associated [[internal]] or [[external]] organization.
If the contact is inactive, they will have a lock icon next to their name.[[File:LockIcon.png|border]]
To the right of each [[User|user]] the following icons are displayed: [[File:EnvelopeIcon.png|border]][[File:KeyIcon.png|border]]
The '''Envelope''' icon will open the Message Center to send a message to the user. Another inter-user communication method is [[Using Instant Messaging|Instant Message]], although its function is more effectively used to see which users are currently online.
The '''Key''' icon indicates that this user can log into [[SmartSimple]] - their '''Status''' is set to '''Enabled''' in the '''User Settings'''. This status also means that they will receive emails or a new password if they select '''Forgot Password''' from their account.
4. Click on the contact name to go to their [[Profile|profile]].
5. To activate the contact, select the grayed-out '''Key''' icon on the top right of their profile.
:: [[File:ActivateUser.png|border]]
6. A confirmation pop-up will appear. You may choose to activate the user automatically (without password), active them and send an automated password to their email, or cancel the activation process.
[[File:ActivateUserConfirmation.png|350px]]
<pre> Activating users with this key icon can also be done from their specific user profile by locating the key icon on the top right of their page. </pre>
====From Their Profile====
Adding a user to a level of the hierarchy does not mean that when they log in they will be able to access the system. You must manually enable the user to have access to the system.This process will change a contact ''into ''a user from the '''Profile, '''therefore enabling them to specifically log in and access [[SmartSimple]]. You can most efficiently activate a user from their profile using the same '''key icon '''from the [[Organization hierarchy|organization hierarchy]]. The key icon is located on the top right of the [[Profile|profile page]] of the user: :: [[File:Activate user icons.png|100px|border]] * It will be ''greyed out ''if the user is not yet activated. * Clicking a greyed out key icon will activate the user.* Clicking a coloured key icon will '''deactivate '''the user. The other option of activating a user from their '''Profile '''is to provide '''User Access: '''
1. On the the [[Profile|profile page]] of of the newly added user, select the the '''Options''' button button to reveal a drop-down menu.
2. Under the heading heading '''Properties,''' select select '''Roles and Access'''.
:::: [[File:RolesandAccess.png|border]]
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||User Access
||Provides access to the system to the extent permitted through the user's membership of specific specific [[roles]]
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||API Access
||An account type used to access data in a SmartSimple instance via an an [[API]] (Application Programming Interface) - does not give access to SmartSimple interface directly
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||
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The user will be able to control the entire entire [[Organization Hierarchy|organization hierarchy]] within within your SmartSimple copy. They will be able to:
* Create additional users at any level - including additional additional [[Global User Administrator|System Administrators]] * Create new sub-organizations, both both [[internal]] and and [[external]]* Subscribe organizations to SmartSimple application programs, such as as [[SmartFolders]] * Upload organization and contact information, both both [[internal]] and and [[external]] * Create Create [[roles]] and collaborative and collaborative [[Workflows]]
For more information, and to find out how to enable or disable the the '''SysAdmin '''role for users, see see [[Global User Administrator]].
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<br data-attributes="%20/">4. To enable typical '''User Access, '''toggle on '''User Access. '''If you would like to make a new user a [[Global User Administrator|'''System Administrator''']], then toggle that option on the right.
:::: [[File:Screenshot 30.png|500px|border]]
* You are able to restrict a user's access to SmartSimple to a specific workstation by setting the IP address of the workstation in their profile. Alternatively, you may '''lock '''the user to the next workstation that they use to log into the system by toggling the '''Workstation - lock. '''
* If you only wish for a user to have access to the system for a specific time period, you can toggle the the '''Will Expire '''option and set the expiry date, after which the user will no longer be able to access the system.
5. After saving the access options that you have selected, the buttons at the bottom of the modal window will display password setting and sending options.
After following these steps, your new user is now enabled to log into the system with their password.
For more comprehensive information regarding SmartSimple user passwords, see our our [[Password Policy]]. ====From the Organization Hierarchy====This process will change a contact ''into'' a user, therefore enabling them to specifically log in and access [[SmartSimple]]. 1. Access the [[contact]](s) you are looking for with the 9-square [[menu]] icon on the top right of your screen.
===Searching for Users===
An easy way to access all of your instance's people records is directly through the '''People '''page.