Creating or deleting Users

Creating a new user

You can create a new user with default settings, or you can create a new user based on the settings for an existing user.

1. Navigate to the Users tab in the Administration module.

2. To create a new user with default settings:  Right-click GainSeeker Logins.
   To create a new user based on the settings for an existing user:  Right-click on the user's name and then click Copy.

3. When the New User prompt is displayed, enter a name for this new user and then click OK.
   
   Some GainSeeker modules are only able to read the first 20 characters of the user name. If you enter a long name for the user, its first 20 characters must not be identical to the first 20 characters of any other user name.

4. If prompted, select a GainSeeker configuration for this new user.

5. Click Submit to finish adding this new user to the GainSeeker database.

6. (optional) Change the settings for this new user.

Importing new users from a file

Overview

Instead of manually creating each new GainSeeker user (above), you can import users from a file. This saves time when you need to create multiple users.

Note: GainSeeker cannot import a user that already exists in GainSeeker. Two options for dealing with this include:

• remove the user from the file and manually edit the necessary settings.

• rename the existing GainSeeker user (for example, by prepending an abbreviation like "old-") or delete it before importing a fresh copy of the user from the file. Remember to recreate the original user name's priority lists and assignments (planned inspections, planned sessions, etc.) for the new copy of the user name.

A. Download the CSV template

This step downloads a form for you to fill out and creates two lists of information you can copy and paste into the form.

1. In the System Administration module, click the Users menu and select Download CSV Template.
   
   

2. When prompted, choose a name and location for the .csv template file and then click Save.
   
   GainSeeker automatically opens this file in the Windows default app for .csv files (typically Microsoft Excel or a text editor), and it creates and opens a text file containing GainSeeker role names and configuration names.
   
   

B. Add users to the .csv file

If you use Active Directory integration, you should ask your Active Directory (AD) administrator for a list of AD user names and group names that you can paste into the .csv file.

1. Fill out one row in the .csv file for each new GainSeeker user you want to import.

• Blank rows are not allowed.

• Do not enter a user name that already exists in GainSeeker.
  
  Some GainSeeker modules are only able to read the first 20 characters of the user name. If you enter a long name for the user, its first 20 characters must not be identical to the first 20 characters of any other user name - either in GainSeeker or in the .csv file.

• If using a text editor to edit the .csv file, any value containing a comma must be surrounded by quotation marks. (Excel does this automatically.)

• Do not delete the header row or any columns in the file.

2. Save your changes and close the .csv file.

C. Import the .csv file

1. In the System Administration module, click the Users menu and select Import from CSV.
   
   

2. When prompted, browse to your .csv file and then click Open.
   
   GainSeeker checks for errors before starting the import. You must edit your .csv file and resolve these errors before the new users can be imported.
   
   

3. When no errors are detected, GainSeeker displays a preview of the first five users in the file and reports the total number of users that will be imported. If this looks correct, click OK to begin the import.
   
   

Importing new users from Active Directory

Note: Instead of using this older feature, please consider importing from file where you can enter more settings for each new user. Importing from Active Directory (AD) only sets five user settings - the AD name, AD user association, AD email address, role, and configuration -and sets everything else to default values that you may need to manually edit for each user.

Overview

This function is used for Active Directory integration with GainSeeker. You can use it to:

• automatically create new GainSeeker users with the same names as the AD user or group names you select.

• set each new GainSeeker user's Active Directory association to the matching AD user or group name.

• import each user's email address from AD into the new GainSeeker user.

• configure these new GainSeeker users with the role and configuration you specify.

GainSeeker cannot import an AD user or group that matches the name of an existing GainSeeker user. Two options for dealing with this include:

• manually edit the Active Directory association and email address for each existing user.

• rename the existing GainSeeker users (for example, by prepending an abbreviation like "old-") or delete them before importing fresh copies of these users from AD. Remember to recreate the original user name's priority lists and assignments (planned inspections, planned sessions, etc.) for the new copy of the user name.

How to run the import

1. Decide which GainSeeker role and configuration should be assigned to the users you are importing. (You can run this import process multiple times for different combinations of roles and configurations.)

2. In the System Administration module, click the Users menu and select Import from Active Directory.
   
   
   
   This displays the Active Directory Setup Assistant window. (If this window does not look like the example below, GainSeeker cannot access the Active Directory domain you provided earlier. You need to specify an AD domain that GainSeeker can access before continuing.)
   
   

3. Select AD users and groups to import:

1. In the Search Username or Search Group Name box, type the AD user name or group name that you want to associate with this GainSeeker user. You can also type part of the name and use * as a wildcard for the remaining characters, like the example above.
   
   AD will return a list of user names or group names that match your search criteria. (This can be slow.)

2. Check the box(es) for the desired AD user name(s) or group name(s).

3. (optional) To associate more AD users or groups with this GainSeeker user, repeat the search for the next AD user or group and check the box for the desired name.
   
   Repeat this step until all AD users or groups have been selected.

4. Select the GainSeeker Role to assign to these users.

5. Select the GainSeeker Configuration to assign to these users.

6. Click Create GainSeeker Users to begin the import.

Deleting a user

When you delete a user, its priority lists and stored session assignments will also be deleted.

1. Navigate to the Users tab in the Administration module.

2. Right-click on the user's name and then click Delete.

3. When the Delete user prompt is displayed, click Yes.

4. Click Submit to finish deleting this user from the GainSeeker database.