Approving New Users

A special page has been created for managing New User Registrations.

A link for the Approve Users page will show in the default Admin menu when the user profile has the checkbox in the user profile for ‘User Approver Role (Special Case)’ checked. If you have made your own menu the link will need to be added - {Nav_approver}. Note: For the Approver User it is not a true role it just shows the link. This setting does not allow the user to have access to Manage Users, like the Manager role has. Although a Manager can have this link as well if desired.

To have new users registered as inactive go the company defaults page. In the New User Default Settings section there is a checkbox for Register New User as Inactive.

On the Approve Users page there are three radio buttons to select the list you would like to see:  

Non Registered Users

There are 2 buttons ‘Register & Activate’ and ‘Deny Registration and Deactivate’. All existing users will appear as Non Registered. You will most likely want to do a one-time Register & Activate. You can select all users by using the checkbox at the top left.

Users Denied Registration

All users who have been Denied Registration will appear in this list.

Registered / Active Users

All Users who have been set as Registered will appear in this list.

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Emails

To Approver

An email will be sent to the approver when a new user has registered. To be notified (Approver notification) when a new user creates an account you must have content in the ‘To Approver’ section in the Company Messages page.

To User 

Emails can be sent to the new user for approve and deny. They are sent automatically when the approver clicks on ‘Register & Activate’ or ‘Deny Registration and Deactivate’ if there is a Subject for those messages in the Company Messages page.

Also there is a setting in company defaults for ‘Send New User Email or Welcome Email after activating and registering users by Approver.’ If Email template is being used then the Welcome Email will be sent otherwise the New User email (content in messages) will be sent. When using this setting the User Accept Message will also be sent if there is a subject so it is advisable not to set both.)  

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Groups

User Groups are incorporated into this functionality. If the Approver is in any group then the group has to match the user. If the Approver is not in any groups they can see the user whether the user is in a group or not.

Examples Below

Approver not in groups - User picks group - Approver will see user

Approver not in groups - User does not pick group - Approver will see user

Approver in all groups - User picks group - Approver will see user

Approver in 1 group - User picks same group - Approver will see user

Approver in 1 group - User does not pick any group - Approver will NOT see user

Approver in 1 group - User picks a different group - Approver will NOT see user

Approver in all groups - User does not pick group - Approver will NOT see user

Note: The email to the approver will follow this logic.