User Management is where you can configure settings related to users and contacts. You can also add new users, update user roles and permissions, deactivate users, and delete users.
The User Management page has three different sections:
To access the user management page, click the settings icon in the top-right corner, then open the "Users" tab. From there, you can manage user accounts.
Enabling Shared Contacts
By default, contacts created by a user in Taktikal are private to that user. This means that other users in the company cannot see those contacts, the contact groups they belong to, or possibly any signing requests sent to those contacts.
For some companies, it may be useful to share contacts across the company. This can be done by enabling shared contacts. The setting applies to all users and contacts within the company and cannot be undone.
When shared contacts are enabled, all existing contacts are combined into a single shared contact list. If the same contact exists for more than one user, the contacts are merged into one if all relevant information matches, including the name, email address, phone number, and ID number. If any of this information differs, the contacts remain as separate entries in the shared contact list.
Once shared contacts have been enabled, any changes made to contacts or contact groups are reflected across the company.
NOTE
Enabling this shared contacts does not give other users access to documents or Activity Log entries associated with those contacts.
See more about contacts and contact groups here.
Self Sign Up for Users
The self signup option allows individuals that have an email address that ends with the company domain i.e. individual@yourcompany.com to sign up for a user account themselves, provided that they have access to the self signup link. The admin can add which domain or domains should be allowed to sign up in self service.
This allows companies to make a self signup link available to their employees and they can sign up for a user account without the involvement of Company Administrators. These users will be granted the user role by default, but their roles can be modified by a Company Administrator after signup.
User Management
The users section shows a list of all users and their roles. It is also where you can:
Add User
To add a new user click the "+ Add User" button.
Fill in the users name and email address (and optionally, the ID number if using the .is portal). The user needs to have a unique email address.
If the same individual already has an account with Taktikal for that email you can still create a user account for them by adding "+[some text]" before the @ symbol. Example: somebody+1@yourcompany.com.
NOTE
You do not need to create this email for the person in your email server, the email server
will ignore the +[some text] when receiving emails associated with the account.
Choose User Permissions
Next, choose the applicable user permissions for the user. By default, all users will have access to Drop & Sign, the Activity log, Contacts, Statistics and their Inbox.
They will also have permissions to send published SmartFlows and have access to published Fill & Sign forms.
Adding a User on the IS Portal That Doesn't Have an eID
If the user doesn't have an eID, but requires a user on the Icelandic portal, click the "User has no eID" link below the button. This will transform the add user window to skip the kennitala field.
Edit User / Update User Roles
To edit user roles, select the three grey dots on the right and click update permissions.
Deactivate / Block Users
To deactivate a user account, select the three grey dots on the right and click deactivate account.
Click "Deactivate account" to finish deactivating the user account.
The user account will still be visible in the user list, but it will be moved to the "Deactivated users" section below.
The account can be reactivated by selecting the three grey dots on the right and clicking activate account.
Delete User
To permanently delete a user account, select the three grey dots on the right and click Delete user.
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