Manage members, companies, and roles in Account Admin

Manage members, companies, and roles in Account Admin - Exercise

Before an account administrator can add members in a project template, they must first add the members (and any needed companies or roles) to the account or hub using the Members, Companies, and Roles tools in the Account Administration product.

Members tool

Account administrators can add and manage members and their associated properties – such as company, role, access level, and subscriptions – through the Members tool in the Account Administration product. Once members are added, they are accessible for use in projects and templates.

How to add account members

1. In the Account Admin product, select the Members tool.
2. On the Account members page, click Add members.
   
   
   
   
3. In the Add account members dialog box, enter one or more email addresses. In this dialog box, you have the option to assign a Company and Default role to the user(s). You can also assign an Access level. If you do not assign an access level, the user(s) will be added to the account but will not get an email invitation. Those users will display in the members list as Not invited.
   
   
   
   
4. Click Add. The user(s) will be added to the members list and their status will be indicated in the Status column as one of the following options:
   • Not invited means the member has been added to the account but has not been invited to any projects.
   • Active means the member has been invited, has accepted the invitation by clicking on the link in the invitation email, and has access to a project.
   • Invited means the member has been invited but has not accepted the invitation by clicking on the link in the invitation email.
     
     

How to modify an account member

1. Select a member’s name.
2. In the member’s flyout, edit any information for the user. Any changes made will automatically be saved.
   
   
   
   
3. When finished, click the X in the upper-right corner of the member’s flyout to close it.

How to remove an account member

1. Select on a member’s name.
2. In the member’s flyout, expand the ellipsis next to the member’s name and select Remove member.
   
   
   
   
3. In the Remove member? dialog box, click Remove.
   
   

How to export the account members list

You can export a list of account members that displays each member’s name, email, status, company, default role, access level, and the date they were added on.

1. On the Account members page, click Export.
2. In the Export report flyout, enter a Title for the report and click Run report. The report will generate in the background so you can either stay on this page or you can close the flyout and continue working.
   
   
   
   
3. To retrieve your report, do one of the following:
   1. In the email that will be sent to you when the report is ready, click Download report.
      
      
      
      
   2. If you kept the Export report flyout open, click Download report or copy the link and paste it into an internet browser. When finished, click the X in the upper-right corner of the flyout to close it.
      
      

How to filter the account members list

1. On the Account members page, click the filter icon in the upper-right corner.
2. In the Filter members flyout, you can filter the member list by Status, Company, Default role, or Access level.
   
   
   
   
3. Once the filters are selected, you can export the filtered list of members, if needed, by clicking Export.
4. When finished, close the flyout by clicking the X in the upper-right corner. To clear the filters, click the X next to Filters.
   
   

How to search for a member

1. At the top of the account members list, in the Search by name or email address box, begin to type the user’s name or email address.
2. The list will display only members who match the search criteria. When finished searching, click the X in the search box to clear the search.
   
   

Companies tool

The Companies tool provides a comprehensive directory of all companies involved in account projects. Administrators can add companies in this tool, and they can also manage and remove companies using this tool.

How to add a company

1. In the Account Admin product, select the Companies tool.
2. On the Account Companies page, click Add company.
   
   
   
   
3. In the Add company dialog box, enter the company’s information and click Add company.
   
   

How to modify a company

1. On the Account Companies page, click on a company name.
2. In the company’s flyout, click on any of the various items to edit them.
   
   
   
   
3. When finished, click the X in the upper-right corner of the company’s flyout to close it.

How to remove a company

1. On the Account Companies page, click the ellipsis next to the company to expand the options and select Remove.
   
   
   
   
2. In the Remove company? dialog box, click Remove.
   
   

Roles tool

Roles help manage permissions efficiently. Account administrators can create and manage these roles using the Roles tool, where roles appear in alphabetical order. Selecting a role allows administrators to adjust its settings as needed. To manage roles effectively, account administrators can create, edit, and remove roles, as well as modify the default access levels for each role.

How to create a role

1. In the Account Admin product, select the Roles tool.
2. On the Roles page, click Add role.
3. In the Add role dialog box, enter a Role name and click Add role. If the role name already exists, you will not be able to add it.
   
   
   
   
4. On the Roles page, expand the Default access level drop-down list and select either Project member or Project administrator.
   • The access level for a role can also be changed after a role is created. You can search for a specific role or scroll through the list of existing roles, then select a role and expand the Default access level drop-down list to change its access level.
     
     

How to rename a role

1. On the Roles page, click the ellipsis next to the role to expand the options and select Rename role.
   
   
   
   
2. Enter the new name and click the blue checkmark to accept the changes.
   
   

How to remove a role

1. On the Roles page, click the ellipsis next to the role to expand the options and select Remove role.
   
   
   
   
2. In the Remove role? dialog box, click Remove.