Managing local users

You can create, edit, delete, and anonymize local users. To manage users, you need the "Manage users, groups and roles" permission.

Create a user

  1. Go to Administration > User Management > Users
  2. Select Create user 
  3. Fill out the mandatory fields: first and last name, and email address.
  4. Check Activate this user. If left unchecked, the user won't be able to access until they are activated. You also won't see the user in the user management unless you filter by Show inactive or Show All.
  5. We recommend selecting to send a welcome email and generate a password for the user. If you don't generate a password for the email, you need to manually enter a password for the user. A welcome email can only be sent when creating the user, not later.
  6. Alternatively, you can select a group and role for your user. Each new user is automatically assigned the default role if you have set one. This role defines the minimum permissions for your users.
  7. Under the Advanced tab, you can specify:
    • Alternate login name: Allow your users to log in with another login name than their full email address. You can, for example, assign unique abbreviations to each user.
    • Displayname: Determine how your user's name displays to other users. If nothing is entered, the user's first and last name are used. You can, for example, display a doctor's title in the name
    • The fields for Remote user directory and Remote user ID are relevant if you want to connect local users to a user directory.
  8. When you're ready to create the user, select Save

Edit a user

  1. Go to Administration > User Management > Users
  2. Find the user you want to edit
  3. Select Edit from the three dots on the right
  4. Customize any of the fields mentioned above. A new field is visible when editing:
    • URL / Mentions: Change the user's mention handle. This is automatically set as first name-last name. Changing it will cause existing links and mentions in content to stop working. The user profile widget isn't affected by this.
  5. Select Save to apply the changes

Delete or deactivate a user

  1. Go to Administration > User Management > Users
  2. Find the user you want to delete
  3. Select Delete or Deactivate from the three dots on the right

If a user is deleted or deactivated, they will no longer have access to your platform. However, there is a difference between the two. A deactivated user's information is still visible to others, while a deleted user's information can be anonymized. A deactivated user could be someone on temporary leave, while a deleted user is an employee who has departed from your company.

If a deleted user isn't anonymized, their information will be visible on the platform, too. This is because deleted users have engaged with other users on Haiilo, such as posting content that received responses. Any actions taken by the deleted user are linked to other data that would be lost if they were completely removed.

A deactivated or deleted user can be reactivated or restored from the user management. However, after a deleted user is anonymized, they can no longer be restored.

You can filter by Show inactive or Show deleted to see deactivated/deleted users in the user management.

Anonymize all deleted users

The personal information and data of a deleted user can be removed via anonymization. To set this up:

  1. Go to Administration > System settings > General settings
  2. Check Anonymize deleted users
  3. Choose how long after the user's been deleted that their data should be anonymized
  4. Enter a display name for a deleted user, that is, what name will show to other users instead of the deleted user's name.
  5. Select Save to apply the changes

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