Kavi Help CenterKavi® Members Help
| Chapter 66. Edit a User | ||
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Part VIII. Kavi Members Admin Tools | 
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Table of Contents
The Edit a User tool allows administrators to perform real-time edits to an existing user's information in the Kavi Members database, including the user's personal and contact information, types and access, company affiliation and privacy preferences.
Every user has a Purpose (i.e., 'Individual Member', 'Company Representative', 'Staff and Administration' or 'Nonmember'), which determines how the user is managed by Kavi Members. For more information, see User Purpose in the Add a User page help.
Since different sets of data are collected for users with different Purposes, a user's purpose cannot be changed if the new Purpose is incompatible with the original Purpose. The 'Member' and 'Nonmember' Purposes are compatible, so it is possible to change the user's purpose from one to the other. But if you edit a user's Purpose and change it from the more privileged 'Member' to the less privileged 'Nonmember', be sure to check for (and remove) any special types that grant access privileges that aren't appropriate for nonmembers.
The Edit a User tool can be used to grant additional access to individuals as required, including access to reports, administrative tools and editorial tools. Access is granted by assigning Company Administration and Contact Types or User Types roles that provide the necessary access.
Company Administration and Contact Types can be used to grant access to Company Admin tools so company representatives can manage their company's information.
User Types can be used to grant access to Admin and Super Admin tools, so they are usually assigned to organization staff or administrators.
Conversely, the Edit a User tool is used when you want to remove access privileges that a user no longer requires. If a company has a representative designated as 'Showcase Company Editor' but wants to have a different representative take over these responsibilities, all you have to do is edit the first representative and remove the 'Showcase Company Editor' type from their record by unselecting the 'Showcase Company Editor' checkbox in the 'Administration-Only' section on the Admin Info page, then repeat the process for the second representative, but this time you'd select the 'Showcase Company Editor' checkbox.
For information on types and roles created by default, see Kavi Members Default Types.
If this user is an individual member, you may add a new membership, renew an expiring membership or even replace one type of membership with another.
Memberships will go through the normal membership workflow, including any billing and moderation steps that the membership type is configured to impose, unless you elect to manually override certain parts of the process. For example, you may manually set the start date, pay any membership bill and approve the membership (in which case you are acting as moderator if the membership type is moderated).
Retrieve and edit a user's company, personal and membership information stored in the Kavi Members database.
Grant or remove access permissions from a user by adding or revoking types.
Use the options displayed on the forms to edit a user's information.
Set any or all optional search fields to refine the search criteria. If you set search criteria in more than one field, the results will only show users that match ALL search criteria (e.g., If Purpose is set to 'Staff and Administration' and Status is set to 'Active', only active staff will be displayed).
Searches that retrieve large data sets can burden system resources and reduce site performance. For optimized searching, narrow the search by using all applicable search criteria. If you need to view all available users, leave the search fields set to the default values.
Note
Depending on the path you took to this page, the Search and Select steps may already have been performed through another tool, in which case you will not see the forms described in these first two steps.
Options
- Name or Email
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Enter a full or partial value for the first name, last name, username or email address of the user or group of users whose information you want to view, or leave this field blank to see all users who meet your search criteria. To increase the number of potential matches, expand the search by entering a partial value in this field and consider leaving other search fields set to the default values. To reduce the number of potential matches, provide more complete values in this field and consider setting other fields to further restrict the search.
Because the Kavi Members search functionality can perform partial matches, it is flexible and can serve many purposes. Here are a few examples:
Want to find all users who share an email domain? Enter just the domain portion of the email address.
Unable to find a user by name or email address? Perhaps it has been misspelled. Enter the first few letters of the name or email address and try the search again.
Not sure if the person for whom you are searching is named Dan Johnson or John Danson? You could enter 'Dan'—or 'John'—to find this individual.
- Current Status
Set this value to search for users with this status type. This can be 'Active' or 'Inactive', or use the default value 'Any Status' to retrieve both active and inactive users.
- User Type
Set this value to search for users with a specific User Type. If set to the default value, 'Any User Type', the search results will not be restricted by User Type.
- Purpose
Set this value to search for users who have a specific type of purpose. If set to the default value, 'Any Purpose', the search results will not be restricted by purpose.
- Company Administration and Contact Type
Set this value to search for users with a specific Company Administration and Contact Type.
- Company Type
Set this value to search for users who belong to a company with a specific Company Type.
Edit this individual's information, including this user's purpose and company affiliation, plus personal and contact information. Before editing a user's purpose, you should be aware of the ramifications of doing so. It will affect the types of information collected in the database, but most significantly, it tends to change the level of access that should be granted to this user. When you are satisfied with your edits, press Save and Continue to save your changes before proceeding to the next step.
Most options are self-explanatory, but those that may not be include:
- Purpose
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Set this user's purpose.
If you are editing a user's purpose, only purposes with compatible data requirements and types are displayed (e.g., if this user currently has a purpose of 'Nonmember', 'Individual Member' will be displayed). If you need to change this user to a purpose that isn't displayed, you will have to delete, then re-add, the user in order to assign the new purpose.
- Company
Every user must be associated with a company. You can narrow the list of companies displayed in the pulldown list by setting the user's Purpose and clicking 'Show Matching Companies Only'.
- Personal Info
Enter the user's name and title exactly as it should appear on an address label. The name and title entered here may be displayed on the company roster (depending on your organization's privacy policy and the user's privacy preference settings), in any Kavi® Groups in which the user participates and on other dynamic lists.
- Contact Information
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Enter email and phone contact information.
Note
Depending on site configuration, an email address may not be required. However, unless a valid primary email address is provided, the user will not be able to receive login information or other email notifications automatically.
- Preferences
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Available privacy preference options depend on your organization's policies and web site configuration.
The following options may be available:
- Receive Members Email
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If this is set to 'No, do NOT send general members email', this user will be unsubscribed from the Members@(your site domain.org) email list and can be excluded from template-based email tools. Administrators may take this user's preferences into account when sending other kinds of communications.
Note
This setting does NOT affect other mailing lists or contact options on this site, including those in Kavi® Groups.
- Privacy Option
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If set to 'Yes, share information', user information will be displayed on the roster.
If set to 'No, do NOT share information', this user's information or entire account can be hidden, depending on the site configuration. Selecting this setting has the following effects:
Removes (or partially hides) this user from a roster of people from the same company available to this company
Removes (or partially hides) this user from membership rosters and directories
In Kavi Groups, sets 'Display my address and phone number in addition to my name and email address' to 'No'
Note
If you elected to change the user's purpose from 'Nonmember' to 'Individual Member', a form will be displayed to guide you through the next step unless this user has an inactive membership. This happens when a user who had the purpose of 'Individual Member' had their purpose change to 'Nonmember', possibly by accident. In this situation, the inactive membership is reactivated and this form is skipped.
Options:
- Membership
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Select the appropriate Individual Membership Type for this user.
When a user acquires a membership, any User Types associated with the Individual Membership Type are automatically assigned and the user acquires any roles associated with these User Types, so that access privileges appropriate for that kind of membership are automatically conferred on the user. Types assigned through membership frequently confer the 'member' role, which grants access to the Members Area of the site. As soon as this role is acquired, the user can login to edit their personal information and change their password.
If this individual requires access privileges beyond those granted through Membership Type, you may assign additional permissions on the 'Admin Info' step, although types that confer administrative or editorial access are commonly assigned to staff rather than members.
- Start Date
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If you want to manually override the start date that would be automatically assigned, you may set the 'Start Date' field to the appropriate value. If you do not set the start date, the value will be set automatically as the membership goes through the normal membership workflow.
How to use this option:
If the membership term has already begun (the start date is in the past) and you want to add a membership retroactively, you may set the start date in the past.
If you are adding a membership that shouldn't start yet, you may set the start date in the future.
Assign or revoke types to manage this user's access privileges, or add an activity note that can be read only by administrators.
Important
If you just changed the user's purpose, it is likely the change affected the user's access privileges. When you change purposes, be sure to check whether administrator and editor types are set appropriately for this user before leaving this page. Depending on the configuration of your organization's Web site, the user may or may not be automatically reassigned an appropriate combination of privileges. All you have to do to manually edit an option is select or unselect the adjacent checkbox.
Options:
- Administrative Details
Information you entered on the previous step is displayed for reference. Press the Back button if you need to correct any of this information.
- Company Information
- Company Name
The name of the company to which this user belongs.
- Company Types
Types assigned to this user's company. The user inherits any roles and access conferred through these Company Types.
- Company Administration and Contact Types
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Every user must be assigned a Company Administration and Contact Type to establish their relationship with their company, even if this is an individual-based organization and the purpose of the "company" is 'Company for Individuals'. Every user should be assigned the type(s) that would be auto-assigned if the user signed up through a signup or application form, such as the Kavi Members default type 'Employee' or a custom type specific to the site (these types will be preselected when displayed).
If this user is a company representative who holds a special position in the organization, assign the type that corresponds to this position. These types may include types installed by other applications, such as 'Billing Contact' or 'Showcase Company Editor'.
- User Types
- General User Types
Assign any General User Types that are appropriate. These types may confer roles and access, or may be used just to categorize users. Every user should be assigned the type(s) that would be auto-assigned if the user signed up through a signup or application form. These types will be preselected when displayed.
- Kavi Edit Access
Grant or revoke access to Kavi® Edit tools and permissions that allow the user to edit specified areas of the Web site. These are usually assigned only to users whose purpose is 'Staff and Administration'.
- Administrative Access
Grant or revoke access to Admin areas and tools for Kavi Members and other Kavi applications. These are usually assigned only to users whose purpose is 'Staff and Administration'.
- Roles
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A list of any roles (e.g., 'member', 'company_admin', 'org_admin', 'Editor', 'report_admin', etc.) in this user's role cache. A user acquires roles through Company Administration and Contact Types, general User Types or through memberships.
User's may have multiple copies of the same role in their cache under a couple of different scenarios. The user could be granted the 'member' role through both a Company Type and a user type. If the user is a contact for multiple catalog items in Kavi@reg; Showcase, the 'catalog_contact' role is assigned for each catalog item that they manage.
- Notes
- Notify User
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If set to 'Yes, send email', a notification email will be sent to the user. You can view and edit the email on the Send Email step.
If set to 'No', the Send Email step will be skipped and no email notification will be sent.
- Activity Note
Add a note to this user's activity history. This note is visible to administrators only, and can be viewed through the User Activity History tool.
This page is displayed if you have elected to send an email notifying the user of your actions. Review the prefilled fields and enter missing information or edit as appropriate. Press Don't Send Email if you opt not to send the message.
Fields:
- Template
The email notification template on which this email is based.
- To:
The user to whom this email is sent.
- Cc:
A list of email contacts, aliases or addresses that will be cc'd when this email notification is sent.
- From
An email address identifying the sender of this email. Generally this field includes the administrative alias in the format admin@your_domain.org.
- Subject
The text that appears on the subject line of the email.
- Body
The body of the email message.
You have just edited this user's information and the changes have already been committed to the Kavi Members database.
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| Chapter 65. Manage a User |  |
Chapter 67. Edit a User—Manage Applications Tools |