You will only be able to follow the instructions below if you have received an invitation by e-mail to manage an organization and accepted it.
If you would like access either ask an existing administrator or send a request for access.
We've developed some user management and reporting features that are available by selecting "Backend Admin" from the settings icon. This will open a new tab in your browser.
User Management:
The User Management tab allows a user with organization management permission to see all users connected to the organization. A user connects to the organization when setting up their account.
Please note:
- If the user hasn't connected to your organization yet then you will not see them in the listing of your users. If that user needs help logging into their account, it can be requested by using our helpdesk.
- This data is updated daily.
1.) User Data Report
User data is displayed here on the screen per filter selection and the displayed user report can be downloaded as a csv file.
See further below for more explanation of the column headings and the meaning for what is reported.
2.) Filters for Reported User Data.
These filters can be used to narrow down the number of users to be displayed.
- Applying the Filter - After making your filter selection click the "Filter" button.
- Clearing the Filter - Click the "Clear Filters" button to remove all filters.
3.) Manage User
Click on the "Manage" link in the row for a specific user to manage that user and see history. See below for more on this.
4.) Create New User
A new user can be created using this tool. See below for more.
5.) Refresh
User data displayed here is updated daily. The Refresh button can be used to update the data displayed here as needed.
User Reported Headings:
The column headers and their meaning are described below in the section on managing a user:
Manage User:
To manage a specific user, click the "Manage" link in that user's row.
This will bring you to the Edit Page for that specific user:
1.) E-mail - This is the e-mail address that the user logs in with
2.)Family Name - Also called "Last Name".
- Can be set at the time of creating the user
- Can be changed here by an Admin
- Can be changed by the user in settings ->preferences->Edit profile (shown below)
4.) Given Name - Also called "First Name"
- Can be set at the time of creating the user
- Can be changed here by an Admin
- Can be changed by the user in settings ->preferences->Edit profile(shown below)
5.) User Type
- Primary - This is for the user raising support.
- Secondary - This is intended for use by a user who shares access to an account of a primary user. This could be a spouse or an administrative role. (not included in the number of subscriptions for the organization)
- Test - This is used for a test account, a common example being training (not included in the number of subscriptions for the organization).
6.) Account Status
- Enabled - The user can log into their account.
- Disabled - The user cannot log into their account. (The data is not deleted by disabling the account and a disabled account can be set back to enabled.)
7.) Confirmation Status - this status shows if the user has logged into Partner Essentials:
- Confirmed - The user has logged into their account.
- Blank - Nothing could be listed for a newly created user and this will be updated once the backend report updates (daily).
8.) Last Sync Date - This is the date of the last data pull from the external source (i.e. DonorHub, NeonCRM, TouchPoint, or VirtuousCRM).
9.) Days Since Last Login - Shows the number of days since the user last accessed their account.
Click on the "Update Cognito User" button to make the changes.
Click on "Users" in the navigation tree in the top left to go back to view all users.
Change history can be viewed for the user by clicking on the "History of Changes" button at the top right. If this doesn't show on a specific user's record that means changes haven't been made using this tool yet.
Change History:
Each changed attribute for a user will be listed here including who made the change and when.
Create New User:
Clicking the "Crete New User" button above will bring you to the New Users Window shown below:
Please make your entries and selections for each field:
- Email: the user will login with this and system generated notifications will go to it as well.
- First and Last Name should be entered at the time of creating the user.
- User Type
Clicking "Create Cognito user" will send a Welcome e-mail to that user (to their login e-mail) with instructions how to login.
We recommend letting them know they should:
1.) Look for an e-mail from noreply@solertiaelabs.com and
2.) During setup they should pick your organization.
Please note:
- If your organization has automated donation syncing they will also need to enter their username and password for that portal (Donor Hub Staff Portal, NeonCRM, TouchPoint, and Virtuous).
- If the user hasn't connected to your organization yet then you will not see them in the listing of your users. If that user needs help logging into their account, it can be requested by using our helpdesk.