In this topic
Add users to Ringtail by creating new users, importing users from Active Directory, or importing users from a file.
Note: You can also add Ringtail users to Active Directory. For information, see Add Ringtail users to Active Directory.
Optionally, you can have new Ringtail users change the password and, if configured by the administrator, answer security questions upon their first login.
Use the following procedure to create new Ringtail users.
1.On the Portal Home page, under Portal Management, click User Administration.
2.On the Users page, click Add.
3.In the Add user dialog box, type or select the following for the user:
oName
oUser name
oPassword
oEmail
oCategory: The portal user category to which the user belongs. A user can be a system administrator, portal administrator, or portal user. For more information about user categories, see Work with User Administration.
Note: Additional case administrator, group leader, and group member categories can be granted for each case. For more information about adding case user categories, see Manage a user's cases.
oOrganization: Administrators can select a provider or client organization. A backslash appears between the name of the provider organization and the name of the client organization. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
oCompany: The company to which the user belongs. Select an existing name or type a new company name.
oLicense this user: Select to license the user. Unlicensed users are unable to access Ringtail.
Note: System administrators and portal administrators can have only one license. Portal users can have up to 10 licenses.
oAdd user to Active Directory: Adds the user to Active Directory and into the organizational unit and case group selected on the Active Directory Settings page.
Note: You will not see the Add user to Active Directory option if your portal is configured to use Ringtail authentication.
The user name and password typed in this dialog box become the credentials for the user in both Ringtail and Active Directory.
Note: If you entered an email address and company, this information automatically populates in Active Directory.
oManage restricted user assignment: System administrators can configure restricted user assignments to help prevent conflicts of interest in the organization. System administrators can assign the management of restricted user assignments to portal administrators, who can assign the management to other portal administrators. To assign this right to an administrator, select the check box. The administrator will then be able to designate a case as a restricted user assignment case. For more information, see Edit case properties.
oUser must change password at next login: Select the check box to force a password reset the next time the user logs in.
4.Click Save.
If a message appears in the Add user dialog box, do the following:
oReinstate this user: Indicates that the user previously existed and was deleted. To reinstate the user, do the following:
i.Click the Reinstate this user link, as shown in the following figure.
ii.In the Reinstate deleted user dialog box, make sure that the user is selected and then click Yes.
oIncrement user name: Indicates that the user name is currently in use. Ringtail user names must be unique. Do the following:
i.Click the Increment user name link to automatically add a numerical increment to the user name.
For example, the JoanUser user name in the following figure becomes JoanUser1.
Administrators can import users from an Active Directory domain or from a file. If importing from a file, you have the option to add the users to Active Directory.
Imported users appear on the Users page. Ringtail creates a profile page and assigns a license to each imported user. If there are more users for import than available licenses, the users are still imported, but are unlicensed. A warning message appears to indicate the specific licensing and user information. Only licensed users can access Ringtail. For more information about licensing, see Manage licenses.
If your portal is configured to use Windows authentication, you can import users into Ringtail from Active Directory. Only Active Directory users not currently in Ringtail are eligible for import. Ringtail also creates a report detailing the changes made to each user.
Portal administrators can import users from Active Directory, but the system administrator designates only one Active Directory organizational unit to which portal administrators have access.
You must configure the Active Directory settings in Ringtail before importing users by domain. For information, see Work with Active Directory.
Use the following procedure to import users by domain.
1.On the Portal Home page, under Portal Management, click User Administration.
2.On the Users page, click Import.
3.Make sure that the Domain option is selected.
Note: You will not see the Domain option if your portal is configured to use Ringtail authentication.
4.Select one or more sources from which to import users.
oOrganizational Unit: Import from a list of all eligible users in an organizational unit.
oGroup: Import from a list of all eligible users in an Active Directory case group.
oSearch for user name: Search for eligible users by name, user name, or display name. If an organizational unit or group is not selected, this option searches the entire Active Directory for eligible users.
5.Select the Organization to assign the users to. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
6.Click Next.
7.Select users to import and then click Next.
8.Under Portal user category, select the portal user category for each user. A user can be a system administrator, portal administrator, or Portal user on the portal.
For more information about user categories, see Work with User Administration.
9.Click Next.
10.To optionally assign the users to Ringtail cases and change their case user categories, do the following:
a.Select cases. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
b.Under Case user category, select a new category. A user can be an administrator, group leader, or group member in a case. For more information about case user categories, see Work with User Administration.
Note: The Case user category applies to all selected users for each selected case. You can change an individual user's case user category on the Cases page in User Administration. For information, see Manage a user's cases.
11.Click Next.
12.Do one of the following:
oIf you did not select cases or do not want to add users to an existing Ringtail case group, click Next.
oIf you selected cases and want to add the users to an existing Ringtail case group, under Case group, select the case group and then click Next.
A summary of the selected actions appears.
13.Click Finish.
14.Open or save the report.
Caution: The report contains sensitive information, including user passwords.
You can import users using an .xls, .xlsx, or .csv file. The file should contain information in columns, in the following order: User name, Last name, First name, E-mail, and Organization. You can download a template that contains the required column labels. Optionally, you can add imported users to Active Directory. Portal administrators can import only to the organizational unit selected by the system administrator.
Ringtail creates a report detailing the changes made to each user.
Use the following procedure to import users by file.
1.On the Portal Home page, under Portal Management, click User Administration.
2.On the Users page, click Import.
3.Select the File option.
4.To download the template and create an import file, do the following:
a.Click Download template.
b.Open or save the template.
c.Complete the user information for the users you want to import.
d.Save the file to your computer.
5.Click Browse and select the file from your computer.
6.To add the users to Active Directory, make sure that the Add user to Active Directory check box is selected.
Note: You will not see the Add user to Active Directory option if your portal is configured to use Ringtail authentication.
7.Select the Organization to assign the users to. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
8.Click Next.
9.Select users, and then click Next.
10.Under Portal user category, select the portal user category for each user. A user can be a system administrator, portal administrator, or portal user on the portal.
For more information about user categories, see Work with User Administration.
11.Click Next.
12.To optionally assign the users to Ringtail cases, do the following:
a.Select cases. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
b.Under Case user category, select a case user category. A user can be an administrator, group leader, or group member in a case. For more information about case user categories, see Work with User Administration.
Note: The Case user category applies to all selected users for each selected case. You can change an individual user's case user category on the Cases page in User Administration. For information, see Manage a user's cases.
13.Click Next.
14.Do one of the following:
oIf you did not select cases or do not want to add users to an existing Ringtail case group, click Next.
oIf you selected cases and want to add the users to an existing Ringtail case group, under Case group, select the case group and then click Next.
A summary of the selected actions appears.
15.Click Finish to complete the import.
16.Open or save the report.
Caution: The report contains sensitive information, including user passwords.
You can download the user information from the Users page. Ringtail downloads the data to a spreadsheet (.csv file), which you can view and save in Microsoft Excel or a text editor. All users and all columns appear in the file.
Use the following procedure to download and view a list of Ringtail users.
1.On the Portal Home page, under Portal Management, click User Administration.
2.On the Users page, click Download report.
3.In the Report type area, select from the following:
oSummary: Includes the user information that appears on the Users page.
oUsers with case detail: Includes details about case assignments and user case restrictions.
4.Open or save the report.
