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Users and User Groups

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Managing Users and UserGroups Overview

Most of the website has protected pages that need to limit access from the public view and so we need to assign each user to a group instead of assigning them individually.


Why you would use a Users and User Groups module?

A website owner can set up a user group for a specific access level within the site pages. Using this module can help the administrator to set up a group of users that has similar interests, goals, or concerns within the site. It is also helpful for a user to focus on the use of particular files and directories.


How to create a User Group

This is a link at the footer of the email by default. If you click on the link, it will direct you to a page for forwarding the email/newsletter to your friend with the email input.

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Navigate to the User Groups under User Management main menu >> User Group and create New User Groups
    User Group
  • 3
    Click on Create New User Group to add a new user group or click on the Edit icon to change the group name
    User Group
    User Group
  • 4
    Enter the user group name and other fields:
    • Name - the name of the user group
    • Description - a short description of the purpose of this group
    • Redirect URL- the URL any members of this group will be redirected to when they log in.
    • Toolbar - You can configure different toolbars to different groups.
    • Order - the order in this group will be listed on pages where the group can be selected
  • 5
    Click Create (for new user group) or Save (for editing existing user group) button.
    User Group
  • 6
    A new user group has now been created. You may start to add individual users to the new group.
    User Group

How to create a User

This is a link at the footer of the email by default. If you click on the link, it will direct you to a page for forwarding the email/newsletter to your friend with the email input.

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Under 'User Management', choose 'Users'
  • 3
    Then click the 'Create New User' button
    User Group
  • 4
    Fill in the details of a new user:
    • Username: New user name for login purposes. Must be unique.
    • Email: New user's email address, for login purposes. Must be a valid email address.
    • Full Name: First and Last name of the new user
    • Status: Set User is active or inactive
    • System Administrator: Tick the box ONLY if you want the new user to be an Administrator of your website
    • User Groups: The group you wish for this new user to belong to by ticking the box of an existing user group already created.
      Learn how to create User Groups here→
    • Password: Password of the new user
    • Confirm Password: Retype the password you just gave for the new user
    • Change Password After Login: This will enable the new user to change their password upon logging in for the first time
    User Group
  • 5
    Click the 'Create' button below to create the account
    User Group

Managing User Administrator

When creating a new user

STEP-BY-STEP
  • 1
    When filling in the user details, you will see a section 'Role Information'
  • 2
    Under it, tick the box next to 'System Administrator'
  • 3
    There will be no need to select user groups below it because the administrator would be able to access all groups
    User Group
  • 4
    Click the 'Create' button at the bottom to save the update
    User Group

When editing an existing user

STEP-BY-STEP
  • 1
    Look for the user account you want to edit'
  • 2
    Click on the 'Edit' icon on the left
    User Group
  • 3
    Under 'Role Information', tick the box next to 'System Administrator'
    User Group
  • 4
    Click the 'Save' button at the bottom to save the update
    User Group

When removing a user

STEP-BY-STEP
  • 1
    Look for the user account you want to remove'
  • 2
    Click on the 'Delete' icon on the left
    User Group
  • 3
    A popup message for confirmation will appear on top
  • 4
    Click 'OK' if you wish to continue the removal, or 'Cancel' to cancel the action
    User Group
  • 5
    A popup message will appear that you have successfully removed the user
    User Group


Configuring Editor Toolbars

Why you would use a ToolBars module

If you want to limit the content editor toolbars such as adding a video, font colour or sizes, paragraph alignment and etc. This module is the right tool, or maybe it wants to assign each group of users a specific set of toolbars on the content editor.


When do you need a Toolbar?

When the user needs to set up the toolbar of the user group.


How to Create a New Toolbar configuration

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Click Settings > ToolBars in the left navigation
  • 3
    Click Create New Toolbar
    Editor Toolbars
  • 4
    Field Overview:
    • Name (1): Toolbar configuration Name
    • Page Toolbar Setup (2): setup for page content editor
    • Basic Toolbar Setup (3): setup for basic toolbar
    • Preview (4): preview icons on the toolbar to display
    Editor Toolbars
  • 5
    Input the name required field, set up the page toolbar and basic toolbar then click Create button.
    Editor Toolbars
    Editor Toolbars
  • 6
    View the Toolbar listing on the grid.
    Editor Toolbars

How to Edit Toolbar configuration?

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Click Settings > ToolBars in the left navigation
    Editor Toolbars
  • 3
    Click the first icon per row on the grid.
    Editor Toolbars
  • 4
    Input information for update and click Save or Save And Continue Edit: need to pass the validation before the update.
    Editor Toolbars
    Editor Toolbars
    Editor Toolbars
  • 5
    View the Toolbar Listing.
    Editor Toolbars

How to Delete Toolbar configuration

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Click Settings > ToolBars in the left navigation
    Editor Toolbars
  • 3
    Click the third icon per row on the grid.
    Editor Toolbars
  • 4
    Click OK from confirm message: need to pass the validation before deleting a record.
    Editor Toolbars
    • If this toolbar is related to a user group.
      Editor Toolbars
    • - Click unlink before deleting the toolbar.
      Editor Toolbars
    • - Click the delete button in top-right
      Editor Toolbars
  • 5
    Click OK from the successful message
    Editor Toolbars
  • 6
    Confirm from the list if toolbar is already deleted
    Editor Toolbars

Set up toolbar for new user group

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Go to User Management > User Groups
    Editor Toolbars
  • 3
    Click Create New User Group
    Editor Toolbars
  • 4
    Input data must pass all failed cases
    Editor Toolbars
  • 5
    Click Create or Create And Continue Edit
  • 6
    Click Create: back to the User Group listing and show a message create successfully
    Editor Toolbars
  • 7
    Click Create And Continue Edit: redirect to the edit user group page and show a message create successfully
    Editor Toolbars

Set up a toolbar for existing user group

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Go to User Management > User Groups
    Editor Toolbars
  • 3
    In the User Group listing, click the first icon to go to the user group for the editing page.
    Editor Toolbars
  • 4
    Update value, select toolbar for user group if any
    Editor Toolbars
  • 5
    Click Save or Save And Continue Edit
    • Click Save: back to User Group listing and show message edit successfully
      Editor Toolbars
    • Click Save And Continue Edit: keep going to the edit page and show a message edit successfully
      Editor Toolbars

Setup user group for new user

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Go to User Management > Users
    Editor Toolbars
  • 3
    Click Create New User
    Editor Toolbars
  • 4
    Input information for the User
  • 5
    Select User Group
    Editor Toolbars
  • 6
    Click Create or Create And Continue Edit: must pass all failed cases
    • If you click Create:
      Create message successfully
      Back to grid
    • If you click Create And Continue Edit:
      Create message successfully
      Redirect to form edit

Set up a user group for existing user

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Go to User Management > Users
    Editor Toolbars
  • 3
    From the User listing, click the first icon per row on the grid
    Editor Toolbars
  • 4
    Setup User Group for User
  • 5
    Select User Group
    Editor Toolbars
  • 6
    Click Create or Create And Continue Edit: must pass all failed cases
    • If Click Create
      Create message successfully
      Back to grid
    • If Click Create And Continue Edit
      Create message successfully
      Redirect to form edit

Loading toolbar by user login

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Set user group that can edit the page
    Editor Toolbars
  • 3
    Log in as the user that has the user group assigned toolbar access
    Editor Toolbars
  • 4
    Go to the page to edit or create a page
    Editor Toolbars
    • (1) Basic Toolbar
    • (2) Page Toolbar


Configuring Editor Toolbars for User Groups

Configuring Editor Tool Bars for User Groups Overview

Group Messages

What is a group message?

A group message can be used to notify a group of users on login. Each member of the group will see a message on the screen when they log in to your portal or website.

Not sure about user groups? See how to manage User Groups


Why would you use a group message?

This function provides a simple way for the admin can send messages to users in many groups at the same time. This module can be very useful if an admin user wants to send information through a bulk of users or organisations.

  • An example of a Group Message
Group Messages

Creating a Group Message

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    On the left navigation, select User Management > Group Messages
    Group Messages
  • 3
    Create a message on the Group Message Listing page
  • 4
    Click on the Create Group Message button
    Fill in the following details:
    • Enter an optional Start and End Date if you want to control the group messages by date
    • Page: select a page on which the message will show, normally this would be set to the home portal main page visited by most people
    • Select the Group: The group which will be shown the messages (mandatory)
    • Not In Group: Users who may be in the group selected for the messages but are also in this group, will not see the messages
    Group Messages
  • 5
    Click Create or Create and Continue Edit once done


Group Redirects

Why use the Group Redirect Module?

Often a company wishes its users to land on a specific page - regardless of where else they may need to go on the website.
This is the way to control the landing page for a specific group


How to automatically navigate to a document or page?

When a client has Logged In successfully, the user will be redirected to the URL specified in the Group settings.


Creating a Redirect for a User or User Groups

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Click User Management > User Groups
    Group Redirects
  • 3
    Create a New User Group (or edit the name of an existing group)
    Group Redirects
  • 4
    Update Redirect URL in the available User Group
    Group Redirects

Set Up User related to User Group

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Go to User Management
  • 3
    Users and choose to Create New User (or edit an existing user)
    Group Redirects
  • 4
    Or update the User Group
  • 5
    Log in with the user and check the result
  • 6
    Log in page
    Group Redirects
  • 7
    After Logging in successfully, the user will be redirected to the URL specified in the Group Settings and the selected page will be displayed.
    Group Redirects


Securing Sections on WebEd

This module is to limit the access of specific page for the public users and allowed only selected users and groups.
Learn how to create User Groups here →

Securing Sections (Page Security) Overview

What are Secure Pages

Secure Pages are a WebEd tool that restricts access to pages or sections of your website to select users. Secure pages and authorised viewers are managed in the Admin Module through Users & User Groups.
The user must be logged in to a user group that is configured to view this page or part of the website, otherwise the page content will not be displayed to the user. The following message is displayed to unauthorised visitors to a page.

Secure Pages

Page Security allows you to set permission to a group of users that are currently using your site. This is how you can display specified content to specified users, for example securing a section of pages for dealers' information on pricing not to be seen by the general public. Securing a particular page by giving authorisation to a certain group will only allow a logged-in member of that group permission to view the secured page, this security applies to all pages that are a child of this page, making it easy to secure whole sections of your website.



Why you would use Secure Sections/Page Security

Lack of awareness of the risks and consequences may lead to the threat of stealing customer information and other transaction data/files. Website owners must protect their website even if it's small or big business and this Secure Sections/Page Security module will help you provide security and assurance from any internet or online threats.


How to Secure a Page

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Go to Admin > Pages > Pages
  • 3
    Select Edit or Create a New Page
    Secured Sections
  • 4
    At the bottom or below the text editor click the "Security" tab
  • 5
    Assign each group to the "Can View" or "Can Edit" the page
    Secured Sections
  • 6
    Click Save or Create button
    Secured Sections

The front page result

STEP-BY-STEP
  • 1
    Go to the front page and see the changes. If you are part of the group of users that was checked on the above instruction or an administrator you can see the default page like the below screenshots
    Secured Sections
  • 2
    If you are not part of the group then you will be redirected to the log in page
    Secured Sections


Setting Account Expiration

Setting Account Expiration Overview

This guide is for setting days of the expiration date of an account, days to inform before the expiration date, configuring background tasks for sending notification emails, and deactivating accounts whose expiration date has passed.


Why would you set expiration to a user account?

  • It allows you to disable the account automatically if the user account is inactive for a configurable duration.
  • It allows you to create a temporary user account added to a user group that will expire automatically on the specified dates.

How does this work?

If the functionality is enabled, it will take effect on the set 'Expirable User Groups'. if there is nothing set, it will affect all the user accounts on the website.

  • The system will get the 'Number Of Days To Keep Account Alive' if a new user account was created
  • If the account is inactive, it will send an 'Account Expired Notification' email 'Days Prior To Suspension We Should Notify User' at a specified time in the 'Account Expires Notification Task' and 'Deactivation Expired Accounts Task'

How to configure the Account Expired Setting

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Click Settings
  • 3
    Select Site Settings
  • 4
    Search 'Account Expired Setting'
  • 5
    Click the Edit icon
  • 6
    The Edit screen will appear with the following fields:
    • Number Of Days To Keep Account Alive: The number of days will be added to the expiration date once creating a new account or extending the expiration date of an account.
    • Days Prior To Suspension We Should Notify User: Days prior to suspension we should notify the user by email.
    • Expirable User Groups: Users in these groups will have an expiry date.
      Learn how to a specified User Group here →
    • Extend Expiration Date Page Template: set up the template for extending the expiration date page
      Account Expiration
  • 2
    Click Save

How to configure the Account Expires Notification Task

This background task is used to send mail notifications to accounts that are near expiration date

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Click Settings
  • 3
    Select System Settings > Background Tasks
    Account Expiration
  • 4
    Search 'Account Expires Notification Task'
  • 5
    Click Config icon
  • 6
    Config screen appears. The administrator can update the task with 2 modes:
    Account Expiration
    • Interval: running by an interval time
    • Daily: running every day at a specific time
  • 7
    Click Save

How to configure the Deactivation Expired Accounts Task

This background task is used to send mail notifications to accounts that are near expiration date

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Click Settings
  • 3
    Select System Settings > Background Tasks
    Account Expiration
  • 4
    Search 'Deactivation Expired Accounts Task'
  • 5
    Click Config icon
    Account Expiration
  • 6
    Config screen appears
    Account Expiration
  • 7
    Config schedule information for the task and click Save

How to activate an account

This background task is used to send mail notifications to accounts that are near expiration date

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Click User Management
  • 3
    Select Users
  • 4
    Click the Edit icon to edit the user you want to activate
    Account Expiration
  • 5
    The edit screen appears. Navigate to Status
    Account Expiration
  • 6
    Set status to Active
  • 7
    Click Save
  • 8
    This user will be activated and the expiration date will be the activation date increased by the number of days added (config in site setting)

Changing an email template for an Expired Account notification

STEP-BY-STEP
  • 1
    Log in as an administrator and go to the Admin Dashboard.
    Learn how to log in here →
  • 2
    Click User Management
  • 3
    Select Email Setting > Email Templates
  • 4
    A list of email templates in the system appears
  • 5
    On the Subject column, search for 'Account Expired Notification'
  • 6
    Click Edit
    Account Expiration
  • 7
    The edit screen appears to adjust the email template
    Account Expiration
  • 8
    Click Add property to use available properties in the body.
    Account Expiration
  • 9
    Click Save



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