Kavi Help CenterKavi® Members Help
| Chapter 64. 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, company and privacy preferences.
- Purpose
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The purpose assigned when a user is added to the Kavi Members database has widespread implications, particularly on the types of data collected for the user and user access to the web site. To manage these implications, the Edit a User tool limits the options displayed in the 'Purpose' field.
If the web site is configured to track nonmembers and the user is a 'Member' or 'Nonmember', it is possible to change the user's purpose from one to the other, just as in reality an individual who is a 'Nonmember' will frequently become a 'Member,' or vice versa. When changing a user from the more privileged 'Member' purpose to 'Nonmember', be sure to double check the fields in the 'Administration-Only' section of the Admin Info form and remove any privileges that no longer apply.
However, the kind of information collected for a user who has been assigned a purpose of 'Company Representative' is substantially different from that collected for members or other types of users, so in this case, the user's purpose cannot be reassigned. If a situation arises in which a new purpose must be assigned to a user who has been stored in the database as a 'Company Representative', archive the user's old record and create a new one for this individual.
This same general principle applies to users whose purpose is 'Staff or Administration.'
- Access
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The Edit a User tool can be used to grant additional access to a user as required, including access to reports and administrative or editorial tools.
This tool can also be used to remove access privileges that are no longer required. For example, if a user with a 'Member' purpose becomes a 'Nonmember', you may remove any access or company adminstrative and contact types that are no longer appropriate by unchecking the boxes in the 'Administration-Only' section of the Admin Info form; or if someone who has been acting as an editor will no longer be fulfilling that function in the organization, you may remove access to the editing tool by unchecking the box for 'Kavi Edit Access'.
Retrieve and edit a user's company, personal and membership information stored in the Kavi Members database.
Use the options displayed on the forms to edit a user's information.
Search for a user or set of users by setting any or all of the optional fields to refine the search criteria. To view all available users, leave the search fields set to the default values. If you set search criteria in more than one field, the results will only show users that match all search criteria.
Note
Depending on the path you took to this page, the Search and Select steps may have been accomplished 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.
- Company
Set this value to search for users by the company with which they are associated. The default is 'Any Company.'
- 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 who have a specific user type. If set to the default value, 'All User Types', the search results will not be restricted by type.
- Purpose
Set this value to search for users who have a specific type of purpose. This can be 'Company Representative', 'Individual Member', 'Nonmember' or 'Staff or Administration'. If set to the default value, 'Any Purpose', the search results will not be restricted by purpose.
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.
Most options are self-explanatory, but those that may not be include:
- Purpose
This user's purpose. Depending on web site configuration, this can be 'Member', 'Nonmember', 'Staff or Administration' or 'Company Representative.'
- Company
Every user must be associated with a company.
- Personal Info
Enter the user's name and title information exactly the way it should appear on an address label. The name entered here will be printed on their company roster, in any Kavi® Groups in which they participate, and on other dynamic lists.
- Contact Info
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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 working 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 organizations 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 any email sent using the 'Send Template-Based Email' tools. Administrators may also use this field to make decisions about what other kinds of communication to send to this user.
Note
This setting DOES NOT impact any 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
On those occasions where you need to change a user's purpose from 'Nonmember to 'Member,' a form will be displayed to guide you through the process. If this user has any inactive memberships, these memberships will simply be reactivated and this form will be skipped.
Options:
- Membership
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Select the appropriate type of membership for this individual.
Important
Membership types and their associated roles govern user access and administrative rights to the protected areas of a site, so by assigning a membership to a user, you are also conferring a certain level of web site access privileges on this user. The default access type for general memberships is 'Member', which allows the user to edit their information and change their password. Additional access privileges can be assigned to this user on the 'Admin Info' step.
Each user can have one or many membership types.
- Start Date
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If you would like to override automatic processing of this membership, use this option to set the start date manually. You may set the start date in the past to retroactively add a preexisting membership, or you may set the start date in the future if the user has a membership of a type that should not start until some future date.
Important
If you want this membership to go through the usual membership process, including any billing or moderation, do NOT set the start date fields.
Use this page to assign or revoke administrative or editorial access for this user; and opt to notify the user or administrators of this event by sending the user an email or adding an activity note to this user's record which can be read by other administrators.
Important
When editing a user's purpose, you should have an understanding of any changes that must be made to the user's access privileges, and check to make sure that the access and adminstration and contact types assigned to this user are set appropriately before leaving this page. Depending on the configuration of your organization's web site, the user may not be automatically reassigned an appropriate combination of privileges, and in these cases you must use the checkboxes displayed in the 'Administration-Only' section to manually edit them.
Options:
- Administration-Only
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This set of options allows you to assign additional administrative or editorial access types required by this user.
- Company Administration and Contact Types
Assign company administration and contact types to this user according to this user's relationship to the company. The default value is 'Employee', even if this organization is individual-based.
- General User Types
Use these options to view and edit the general user types assigned to this user.
- Kavi Edit Access
If this user requires access to Kavi® Edit tools, assign one or more 'editor' user types.
- Administrative Access
Add or remove this administrative access privileges to the organization's web site.
- 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 welcome message will be sent to the user including login information for the protected part of the site. You will be taken to a page where you can view and edit the email before it is sent.
If set to 'No', no email will be sent, and the administrator will need to take further action to give the user login information.
- Activity Note
Add a note to this user's activity history. This note will be visible to administrators only, and can be viewed using the User Activity History tool.
This page is displayed if you have elected to send a email to the user whose account information you have just edited. Review the prefilled fields and enter missing information or edit as appropriate.
Fields:
- Template
The email notification template on which this email is based.
- To:
The user to whom this email will be 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 will appear on the subject line of the email.
- Body
The body of the email to be sent to the user.
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 63. Manage a User |  |
Chapter 65. Edit a User |