KB User's Guide - Users Tab - Adding a User

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You must have full administrative permissions in your space to perform these steps. This means access to the Documents, Settings, and Users tabs.

This document explains how to add a user to your KB and grant them permissions consistent with your workflow. In the spirit of Best Practices, KB Admins control permissions to their KB Site. However, please be mindful that any user with the Users permission enabled may make changes to User permissions.

Adding a New User to your KB Space

  1. Navigate to the New User Screen: KB Admin Tools > Users tab > New User link >  New User screen.

  2. You will be presented with the User Attributes form.

    The image below is the first half of the User Attributes form. The asterisk denote the required fields.


  3. Fill in the New User's information in following fields, an asterisk denotes that the field is required:

    1. NetID* -  Enter the NetID or username
    2. Domain* -  Enter the domain, (University of Wisconsin-Madison: wisc.edu, University of Chicago: uchicago.edu, etc).
    3. First Name* - First name.
    4. Middle Name - Middle name.
    5. Last Name - Last name.
    6. Email* -   Email address.
    7. Phone Number - Phone number.
    8. Password - This is for local authentication only (if you don't use your domain's authentication system, e.g., NetID authentication for UW-Madison).
    9. Active -  Check this to make the user active; if unchecked the user has no access to the KB System.

  4. Select which permissions to grant the new user.

     The image below shows 11 attributes to select.


    This table describes each attribute in more detail.

    Description of new user attributes
    Check this box: To grant access to:
    1 iKB The internal KnowledgeBase
    2 oDocs (Owner Docs) Create, edit, and review Drafts and Active Docs owned by the user.
    3 gDocs (Group Docs) Create, edit, and review Drafts and Active Docs owned by any member of the group.
    4 News Post News items.
    5 Topics Create, edit, and delete Topics.
    6 Settings Access to most of the site administration functions.

    Best Practices suggests access to the Settings tab is generally limited to only a few people per site.
    7 Users Add, delete, alter permissions for New users as well as Existing users.
    8 Asst

    Add, delete, alter Assessment Modules.

    Note: The Assessment Tab is not enabled in the KB Admin Tools for groups that do not have any existing quiz/survey questions. Because of this, the Asst attribute will not appear for those groups. If your group would like to use the Assessment Tab features, reach out to kb-team@doit.wisc.edu to have the tab activated.

    9 Stats Access to info specifying which documents are being viewed on each site, etc.
    10 Publish Activate and deactivate documents on your site.
    11 Tester Test beta features on documents on your site. Please refer to [Link for document 93225 is unavailable at this time]  for more information.

    OR Group Admins may select one of three quick-access buttons (located under the Tester field).

    The image below shows the Tester field with the three buttons underneath; Select all access rights, Select default access rights, Deselect all access rights.


    Select all access rights buttons - Checks the box in every permission listed in the above table
    Select default access rights -  Resets a user to the defaulted checked permissions: Active, iKB, OwnerDocs and GroupsDocs.
    Deselect all access rights - Deselects all permissions that have been previously checked.

    Determine what access you desite to grant and check the subsequent boxes.

    Choose access to grant user
    Desired Access: Check These Boxes:

    Access to the internal KB (user can read docs on the KB but cannot create or edit documents).
    Check Active and iKB.
    Do NOT check oDocs nor gDocs.

    Create and edit only documents they own
    Check oDoc
    (as well as Active and iKB (for internal sites))

    Create and edit documents owned by anyone in the group
    Check gDoc
    (as well as Active and iKB, and probably oDoc)
    Access the Topics, News, Settings, Users, Asst, or Stats tabs: Check the corresponding checkbox.
    NOTE: Managers like to review stats, so be sure to give them access to this page.

    Publish documents (make documents active on either internal or external KB sites):
    Check Publish
    Test beta features on your KB Site (Please refer to [Link for document 93225 is unavailable at this time]  for more information) : Check Tester
    Be considered a KB Group Administrator Check all available permissions 
    (Active, iKB, ... Publish)

  5. Click on Add User at the bottom of the screen to save your work.

When Entering a New User, Fields May Auto-Fill

If you begin to add a user who already belongs to another KB subsite, all their information will auto-fill. A line of text identifying what that user's current default group is will appear next to the NetID field, which will read:

 FirstName LastName's default group space: KB Subsite Name

KB Admins will easily determine the other KB group in which their new user exists. The KB Admin can then contact that Group, should the user need to be removed (e.g. if the default group list a a department where the new user had worked with in the past). Or, KB Admin(s) may ask their new user to update their own Default KB space.

Keywordskb knowledgebase knowledge base user guide users tab adding authorize authorizing owner group domain doc gdoc odoc iKB active publish permissions access assessment asst news topics sitepref users granting rights user access groups owner group admin New user auto-fill displays current default group space subject area profile picture pic required field checkboxes iKB OwnerDocs owner docs GroupDocs group docs news topics users asst assessment sitepref stats publish gdocs group docs odocs owner docs test tester beta new editor features adminonly   Doc ID5338
OwnerLeah S.GroupKB User's Guide
Created2007-01-29 19:00:00Updated2024-07-24 15:18:57
SitesKB Demo - Child Demo KB, KB User's Guide
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