User Manual Tips and tricksManaging databases with many users

Managing databases with many users

This article provides a few tips which can help you manage a database with a large number of users. Please see the help article on adding and removing users to learn how to manage individual users and their permissions in your database.

Databases can have thousands of users and there are a few tools to make it easier for you to navigate and manage large numbers of users.

Export the list of users and their permissions

Export the list of users and their permissions

You can export the full list of users and their permissions to a Microsoft Excel (with extension .xls) spreadsheet on your computer. This allows you to use the tools available in your spreadsheet software, such as the search functionality, to browse and analyse the list of users in your database.

Sorting users and navigating a large user list

Sorting users and navigating a large user list

Sort columns and navigate pages to find specific users of your database.

Copy user email addresses for a mailing list

Copy user email addresses for a mailing list

ActivityInfo doesn't have a built-in messaging system, but you can easily send an email to all users in a database by copying their email addresses into your message (e.g. in the BCC field). To copy the email addresses, do the following:

  1. Click "Copy addresses to clipboard to open the Mailing List dialog window,
  2. select the addresses and copy to your clipboard (e.g. using Ctrl+C on Windows/Linux or cmd+C on Mac OS X),
  3. paste the addresses in your email program.