Skip to content

Users

In the Admin module, administrators have more management capabilities than group managers, including the ability to disable or remove users. Most user-related actions can otherwise be performed in Sharing Settings in EntryScapes' other modules.

List users

Create user

To create a new user, click the "Create" button in the upper right corner. You will then be asked to enter the person's username, first name, and last name. Note that the username must be a valid email address if the user wants to be able to reset their password.

Note! It is not possible to login with a password if SSO is enabled and login with password is disabled.

Create new user

On the overview page for a user, you will find functions for editing user information in the button menu on the right. The functions of the buttons are described in the sections below.

Button menu oon the user overview

Edit user

Under the “Edit” button, you can change your first name, last name, and add a personal email address (should be the same as the user name).

Edit user

Change username

You can change the username by clicking the "Change username" button. Remember that the username must be a valid email address if you want the user to be able to reset their password.

Change username

Change password

You can change a user's password using the “Change password” button.

Note! It is not possible to login with a password if SSO is enabled and login with password is disabled.

Change password

Revisions

If you click on the “Revisions” button, you can see when the user information was last changed and restore old versions of the user's information.

Revisions for users

Group memberships

To view and change which groups a user is a member of, click on the “Memberships” button. You will then see a list of all the user's groups. There, you can also add a user to a group via the “Add user to group” button or remove a user from a group by clicking on the three-dot menu for a group and selecting “Remove”.

Group memberships

Change permissions

To change the permissions for a user in one (or more) groups, from regular member to group manager or vice versa, you need to go to Groups, click on the group and then click the "Members" button. Group members button

There you can change the permissions for a user in the group through the permissions icon to the left.

Change permissions for a user in the group

Disable user

As an administrator, you can disable a user. A disabled user's data remains in the system and is visible in revision histories etc., but the user can no longer log in to EntryScape. This is useful, for example, when someone leaves the organization, before the account is deleted.

You can deactivate a user by clicking the “Disable” button and then confirming that you want to disable the user.

Disable user

In the list of users, an icon indicates that the user is disabled, and if you click on the user, there is also a small disabled tag.

Disabled user in the list

Disabled user on the user page

If a disabled user attempts to log in, this message will be displayed.

Message about disabled user

Enable user

You can enable a disabled user by clicking the "Enable" button. The user will then be able to log in again and edit data as before.

Enable user

Remove user

Please note that a user who is to be deleted must not be a group manager for any catalogs or linked to datasets in the role of contact person, for example.

The recommended process for removing a user from the system is as follows:

  1. If the user is a group manager for catalogs or projects, make sure to first promote another user to group manager so that there is still someone who can manage group members' permissions. You can do this from within EntryScape Catalog, Workbench, or equivalent.
  2. Downgrade the user who is to be removed, from group manager to regular member. You also do this in EntryScape Catalog, Workbench, or equivalent.
  3. If the user is listed as the contact person for datasets, for example, don't forget to change the contact person for the dataset or equivalent.
  4. Remove the user account. You can do this in the Admin module by clicking the "Remove” button.

Remove user button

When you remove a user account, the user's details are removed from the system, but not the data that the user has created, such as projects, etc. If you look at who created the data, “Removed user” is displayed instead.

Removed user

See detailed information

If you want to see more detailed information about a user, group, or project, click on the information icon.

Information icon

This will bring up a dialog box where you can see metadata such as creator, date of last modification, URI for the resource, etc. Read more about the dialog box on the detailed information page.