Adding a user

The following section describes how to add (invite) a user to a Database using one of the available Database templates. It explains how to assign Roles to the added users, how to select the language of the invitation and how to define the resources which they can access.

ActivityInfo can be used to coordinate many users. Users can be added to one or more Databases, Forms and Folders by the owner of the Database and they can have different Permission levels based on predefined Roles.

  • If the users added have an ActivityInfo account, the new Database will appear in their Database list page when they are added and they will receive an email to notify them about the invitation to join the Database.
  • If the users added don't have an ActivityInfo account, an email will be sent by ActivityInfo to the email address you provided to inform them about the invitation to the Database. Once they create an account and sign in ActivityInfo they will be able to access the Database in which they have been added.

In the User management section, "Invalid email" means that the email of the user is not valid and "Invite pending" means that the user hasn't accepted the invitation to ActivityInfo yet.

Depending on the template you choose for your Database, you can have different Roles available.

The Simple (Blank) Database template is ideal if you want to create a Database for your organization and you don't need to add any Partners (e.g. for internal reporting).

In this case, you can:

  • assign a Role to each user
  • and define the Folder(s) and Form(s) which they can access.

If you want to create a Database where multiple Partners will collaborate, the Multi-partner reporting database template is ideal as it allows you to:

  • assign a Role to each user
  • define the Folder(s) and Form(s) which they can access
  • and refine permissions further based on their Partner.

The Case Management template is ideal if there are teams of users (e.g. Case Workers) that work on a Case under Supervisors and it allows you to:

  • assign a Role to each user
  • define the Folder(s) and Form(s) which they can access
  • define the Records they can access
  • and assign Case Workers to Supervisors

You can edit a Role to customize it to your needs or override the permissions for an individual user.

As a Database owner, you are not listed as a User because you have all Permissions by default and these cannot be changed. This also holds for Databases where you have the permission to Manage Users.

Maximum number of users that can have access to a Database: 10,000 users. 

Please note that:

  • When a user is invited to one or more Forms that exist within a Folder, the user will be able to see the Name of the Folder.
  • When a user is invited to one or more Subforms that exist within a Form, the user will be able to see the Name of the Form.
  • You can only grant permissions to users for a Resource if you have the "Manage users" permission for that Resource.
How to add a User to a Simple Database (without Partners)
  • On the Database List page, click on the Database that you want to add a user to.
  • Click on "Database settings" to open the Database Settings page.
  • Click on "User management" to open the User management section and click on "Add user" to add a new user.
  • In the Side panel, type the email of the user you want to add and click on "Continue".
  • If the user doesn't have an ActivityInfo account, you will invite them to ActivityInfo. ActivityInfo sends an email to the user you invite to a Database when the user doesn't have an ActivityInfo account.
  • If you start adding a user that has already been added to this Database, an alert will warn you about it and you won't be able to click on "Continue". Instead you can edit the user.
  • If you start adding a user that already has an account in ActivityInfo, you will be notified about it too. You will be able to select the Role for this user and select the Forms and Folders to which you want this user to be added but you cannot change their name.
  • If the user doesn't have an account in ActivityInfo, give a name to the user by entering a name in the "Name" field and  select the language of the invitation they will receive. The user will be able to change that name when they accept their invitation to ActivityInfo and they sign up.

 

In the next steps you will define the Permission levels for this user.

  • First you need to define a Role for the user. In this template, the available Roles and the default permission for these Roles are:

Data Entry

  • View all records
  • Add any record
  • Edit all records
  • Delete any record
  • Export records

Read only

  • View all records

Administrator

  • View all records
  • Add any record
  • Edit all records
  • Delete any record
  • Export records
  • Manage users
  • Manage record locks
  • Add forms and folders
  • Edit forms and folders
  • Delete forms and folders
  • Then select the Forms and Folders this User is added to. Click on the arrows to reveal more contents.
  • Click on "Send invite" to invite the user you want to add.
  • An invitation will be sent to the email you provided. Once the user accepts their invitation they will be able to access the Forms and Folders to which s/he was invited.
  • If you want to change some of the Permissions that come with a predefined Role for a specific user, click on "Database Design", select the Form or Folder for which you want to apply changes and click on the user on the Side Panel to reveal the assigned Permissions.
  • Click on the Permissions you want to add or remove any unwanted Permission by unticking a ticked box.
  • Click on "Save" to save the changes.
How to add a User to a Multi-partner reporting database
  • On the Database List page, click on the Database that you want to add a user to.
  • Click on "Database settings" to open the Database Settings page.
  • Click on "User management" to open the User management section and click on "Add user" to add a new user.
  • In the Side panel, type the email of the user you want to add and click on "Continue".
  • If the user doesn't have an ActivityInfo account, you will invite them to ActivityInfo. ActivityInfo sends an email to the user you invite to a Database when the user doesn't have an ActivityInfo account.
  • If you start adding a user that has already been added to this Database, an alert will warn you about it and you won't be able to click on "Continue". Instead you can edit the user.
  • If you start adding a user that already has an account in ActivityInfo, you will be notified about it too. You will be able to select the Role for this user and select the Forms and Folders to which you want this user to be added but you cannot change their name.
  • If the user doesn't have an account in ActivityInfo, give a name to the user by entering a name in the "Name" field and  select the language of the invitation they will receive. The user will be able to change that name when they accept their invitation to ActivityInfo and they sign up.

In the next steps you will define the Permission levels for this user.

  • First you need to define a Role for the user. In this template, the available Roles and the default permission for these Roles are:

Administrator

  • View all records
  • Add any record
  • Edit all records
  • Manage reference data
  • Delete any record
  • Export records
  • Manage users
  • Manage record locks
  • Add forms and folders
  • Edit forms and folders
  • Delete forms and folders

For Databases created before February 2020 you need to edit the Role of Administrator to add the "Manage record locks" and "Manage reference data permissions" to include them in the available Permissions.

Sector Lead

  • View all records
  • Add any record
  • Edit all records
  • Delete any record
  • Export records
  • Manage users
  • Manage record locks
  • Edit forms and folders

Reporting partner

  • View where partner is user's partner
  • Add records where partner is user's partner
  • Edit records where partner is user's partner
  • Delete records where partner is user's partner
  • Export records

If you choose Reporting Partner, choose the Partner for the user.

  • Then select the Forms and Folders this User is added to. Click on the arrows to reveal more contents.
  • Click on "Send invite" to invite the user you want to add.
  • An invitation will be sent to the email you provided. Once the user accepts their invitation they will be able to access the Forms and Folders to which s/he was invited.
  • If you want to change some of the Permissions that come with a predefined Role for a specific user, click on "Database Design", select the Form or Folder for which you want to apply changes and click on the user on the Side Panel to reveal the assigned Permissions.
  • Click on the Permissions you want to add or remove any unwanted Permission by unticking a ticked box.
  • Click on "Save" to save the changes.
How to add a User to a Case management database
  • On the Database List page click on the Database that you want to add a user to.
  • Click on "Database settings" to open the Database Settings page.
  • Click on "User management" to open the User management tab and click on "Add user" to add a new user.
  • In the Side panel, type the email of the user you want to add and click on "Continue".
  • If the user doesn't have an ActivityInfo account, you will invite them to ActivityInfo. ActivityInfo sends an email to the user you invite to a Database when the user doesn't have an ActivityInfo account.
  • If you start adding a user that has already been added to this Database, an alert will warn you about it and you won't be able to click on "Continue". Instead you can edit the user.
  • If you start adding a user that already has an account in ActivityInfo, you will be notified about it too. You will be able to select the Role for this user and select the Forms and Folders to which you want this user to be added but you cannot change their name.
  • If the user doesn't have an account in ActivityInfo, give a name to the user by entering a name in the "Name" field and  select the language of the invitation they will receive. The user will be able to change that name when they accept their invitation to ActivityInfo and they sign up.

In the next steps you will define the Permission levels for this user.

  • First you need to define a Role for the user. In this template, the available Roles and the default permission for these Roles are:

Administrator

  • View all records
  • Add any record
  • Edit all records
  • Delete any record
  • Export records
  • Manage users
  • Manage record locks
  • Add forms and folders
  • Edit forms and folders
  • Delete forms and folders

Case Worker

  • View where case is assigned to them
  • Add records where case is assigned to them
  • Edit records where case is assigned to them
  • Delete records where case is assigned to them
  • Export records

Supervisor

  • View where case is owned or supervised by them
  • Add records where case is owned or supervised by them
  • Edit records where case is owned or supervised by them
  • Delete records where case is owned or supervised by them
  • Export records

If you choose Case Worker, choose the Supervisor for that Case Worker.

User fields allow you to assign Cases (Records) to Case Workers.

  • Then select the Forms and Folders this User is added to. Click on the arrows to reveal more contents.
  • Click on "Send invite" to invite the user you want to add.
  • An invitation will be sent to the email you provided. Once the user accepts their invitation they will be able to access the Forms and Folders to which s/he was invited.
  • If you want to change some of the Permissions that come with a predefined Role for a specific user, click on "Database Design", select the Form or Folder for which you want to apply changes and click on the user on the Side Panel to reveal the assigned Permissions.
  • Click on the Permissions you want to add or remove any unwanted Permission by unticking a ticked box.
  • Click on "Save" to save the changes.