There are several different ways a user can be created, edited, deactivated or deleted. Depending on your licence setup they may be created when the user logs in or through a SIS integration. If your licence does not have any of these options, the users will have to be created manually by either a licence administrator or a supporter with the extended supporter role.
In this article:
Creating Users
Licence Administration
Bulk Creation of Users
In the License Administration section under License configuration you will find the Manage users tool. The tool can be used to create or edit multiple users using Excel spreadsheets downloaded from WISEflow.
To create new users you will have to download an empty template.
The empty spreadsheet has two sections, the top section contains information that is protected and should not be edited at all. The lower section is where you add all the users that are to be created.
Once all the users have been added to the spreadsheet and it has been saved locally, it can be uploaded to WISEflow. Click on the Upload button on the Manage users page where you first downloaded the blank spreadsheet. Once the filled template has been uploaded it will show all the changes in a new table.
The table with the changes will give you the option to make last minute changes, if you spot any errors. Once you are satisfied, click on Save changes to create all the users.
The Excel file must be kept in the .xlsx format. You cannot add more than 1000 users at once.
Support
Add Users One at a Time
You can also add users if you have the role of Extended Supporter.
- Click on the Add user tab
- Fill out the fields regarding organisation specific settings and user specific settings
- Save the user in user addition list
- The user will appear in the list to the right
- Repeat 2-4 as many times as needed
- Once all the users are added to the User Addition list, click Create users
Modifying Users
Licence Administration
Manage Users
In the License Administrator section under License configuration you will find the Manage users tool.
Download the Excel list of all users on the licence. Select All users and click Download.
Press CTRL-F (Windows) or CMD-F (Mac) to open the search bar. Search for the user(s) that you want to edit. (CMD/CTRL-B if your Microsoft Office is set to Danish)
Modify values of the users you want to edit. All values except the User ID can be modified.
Save the Excel file (CMD/CTRL-S) when you have made the necessary changes.
Once all the necessary changes have been made to the spreadsheet and it has been saved locally, it can be uploaded to WISEflow. Click on the Upload button on the Manage users page where you first downloaded the spreadsheet. Once the template has been uploaded it will show all the changes in a new table.
The downloaded file is only valid for upload for 30 days or until it has been uploaded once.
If you make any mistakes that you found while going through the changes, you can remove the checkmark on the far right of the person, the changes will then not get applied when you save the changes.
Protected User Status
It is possible to add an additional role to a new or existing user. The user with this role is protected which means that a supporter or an extended supporter cannot log in as the user or edit the user. It is only the Licence Administrator that has that permission.
This additional role is available when editing the user.
Manage a Large Number of Users
If you export more than 10,000 users, WISEflow will split them into multiple files and put them in a .zip file. The .zip file contains several Excel spreadsheets with up to 10,000 users in each file and a .csv file with all users.
After changes have been made to one or more of the Excel spreadsheets, you can import these separately to WISEflow.
The CSV file cannot be uploaded to WISEflow.
Deleting/Deactivating Users
Licence Administration
In the Licence Administration section under Licence configuration you will find the Manage users tool.
Download the Excel list of all users on the licence. Select All users and click Download.
Press CTRL-F (Windows) or CMD-F (Mac) to open the search bar. Search for the user(s) that you want to delete. (CMD/CTRL-B if your Microsoft Office is set to Danish)
Insert an X in the column Delete in the row of the user(s) you want to delete.
Save the Excel-file (CMD/CTRL-S) when you have made the necessary changes.
Upload the updated Excel file on the WISEflow Manage users page.
The table with the changes will give you the option to make last minute changes, if you spot any errors. Once you are satisfied, click on Save changes to delete the users.
The downloaded file is only valid for upload for 30 days or until it has been uploaded once.
Merging User Accounts
In the event of users having more than one account in WISEflow, you may want to remove the duplicated accounts. However, if the user has completed activities in each account, such as taken exams or created questions in the author bank, the data will be lost.
To keep all the data for all the accounts, UNIwise can merge the different accounts into one. To request this, follow the steps below to gather the correct data and submit a Service Task.
- Under the License Administration tab, download an Excel file with all the users or based on the roles you need to amend
- Find the User ID for the account that you want to merge into another account and write the ID down
- Find the account that you want to keep, and add the User ID you found earlier to the column Delete
- In case there are more than one User ID that you need to merge into a user, just separate them with a comma
- Repeat the above until all the merges you need have been added
- Create a ticket in Zendesk, set it as a Service Task and add the Excel file to the ticket
In the example below you can see that there are three accounts with the same name, but different User IDs. Here, we want to keep the account with User ID 1, and have added the other User IDs to the column Delete.
Troubleshooting
User Account not Activated
When a user is added to a standard licence i.e. with no Single Sign-On, an email is sent to the user to activate their account. If the user does not activate their account, they are not able to access WISEflow. A couple of options are available.
It is possible to resend the activation email from the Extended Support role. Select the Support tab and then Search User. Click on the Edit User icon, . Within the edit user window, click on the envelope icon sitting next to the user's email address to resend the email.
Alternatively, an access token can be generated and details on how to do this can be found in our article on how to Create Access Tokens.
Spreadsheets not Importing Correctly
Issues with spreadsheets not importing correctly may be a result of incorrect formatting.
When values are copied into a spreadsheet template for upload to WISEflow, the formatting data can be copied too. This can lead to incorrect interpretation of the fields in the template by the WISEflow function.
To be sure that only the pure text values are copied into the Excel template, the following procedures should be followed (example for Mac):
Copy the desired data from the original Excel sheet with user lists:
Mark the first field in the user list. Select Paste Special from the drop-down menu Edit.
Depending on the source of the copied content, you will get different Paste special options.
If available, select Unicode Text from the Paste as menu and click OK.
This procedure should remove all formatting that might cause issues to the importing function of WISEflow. Save the template and upload on the Manage users page of the License Administration page.
The procedure is very similar for Windows. If you are experiencing further issues, you can consult Microsoft Excel support pages for guidance on Excel.