Checkbox 5 User Manager Guide

Add and manage users within the User Manager. On this page you can create, modify or delete user profiles, import lists of users or email addresses, create and modify user groups, and designate user access roles and permissions.

When you enter the User Manager you will see three view options:

• Users (open by default) - Add/import and manage users
• User Groups - Create and manage groups
• Email Lists - Create and manage email lists

On the left side of the manager you will see a list of users, user groups, or email lists, depending on which tab on the User Manager menu is selected.

On the left side of the manager you will see a list of users, user groups, or email lists, depending on which tab on the Users Manager menu is selected. Use the Sort by drop-down to organize your lists.

To add/import and manage users, select the Users tab from the manager view options. When the Users view is open you will see three buttons on the left side of the window below the view options:

• Add New User (see Checkbox 5 User Creation Guide)
• Import Users (see Checkbox 5 User Import Guide)
• Manage the "Everyone" Group: The Everyone Group contains all Checkbox Users. When creating an access list for a Checkbox entity (Survey, Report, Library, User Group, etc.) you may add this group to the ACL to grant access to all registered Checkbox users.

Below these buttons is a list of existing users. These are users that have either been entered manually or imported into Checkbox. Select a user from the list to expand an informational dashboard on the right side of the Manager. From this dashboard you should be able to view and modify:

1. Login Information
2. Profile Properties
3. User Roles
4. Group Memberships

Login Information/Credentials

All Checkbox users must be assigned a unique username and password upon creation. In order to track exactly which user submitted which response, a respondent must be logged into Checkbox at the time of taking the survey.

1. Unique username & password
2. User email address (this is the email address Checkbox will use when deploying email invitations)
3. User GUID
4. Automatic Login URL (unique URL used to automatically log user into a Checkbox account. Save this URL to your desktop or bookmark it for quick and easy login!)

Profile Properties/User Attributes

Also referred to as User Attributes, Profile Properties can be used as the source for Conditions, Branching and Merging in Checkbox surveys and invitations.

Custom Profile Properties can be added, modified, and deleted within the Settings Manager. There is no limit to the number of Profile Properties you can add. Any changes you make in the Settings area will be applied across your entire Checkbox account for all users.

Follow the steps below to create a new Profile Property.

1. Navigate to the Settings Manager
2. Expand the User Settings menu
3. Select Profile Properties
4. Enter your new Profile Property label in the available text field and select the '+' icon

User Roles

Assign role(s) to users to determine their level of access within Checkbox. Access levels include:

• System Administrator - Can change the settings of the application and view/edit/respond to all items within Checkbox
• User Administrator - Can create new users
• Survey Administrator - Can create/edit/activate surveys (Note: Survey permissions must also be configured to allow for modification)
• Respondent - Can respond to surveys
• Report Viewer - Can view existing reports (Note: Report permissions must also be configured to allow for viewing)
• Report Administrator - Can view reports and create new ones (Note: Report permissions must also be configured to allow for viewing/editing)
• Survey Editor - Can create and modify surveys (Note: Survey permissions must also be configured to allow for editing)
• Group Administrator - Can assign users to groups (Note: Group permissions must also be configured to allow for modification)

Group Memberships

From this window you have the ability to add and remove a user from existing user groups.

To add an existing user to a group, select the desired group from the Available Groups list on the left. Use the directional arrows in the center of the window to move the selected group into the Selected Groups list on the right. A user is a member of all of the groups listed under Selected Groups.

To remove an existing user from a group, select the group from the Selected Groups list on the right. User the directional arrows in the center of the window to move the selected group into the Available Groups list on the left. A user is not a member of any groups listed under Available Groups.

If you wish to delete the all survey responses for one or more user(s) follow the steps below:

1. Check the box to the left of the user(s) whose responses you wish to delete. You may select more than one record
2. Select the Delete User(s) Responses button

Select the User Groups tab to add and manage groups of Checkbox users.

When the User Groups view is open you will see a list of existing user groups on the left side of the window. Select a user group from the list to view a list of existing group members in the right-hand dashboard. From the dashboard menu on the top-right you are able to modify:

1. Group Properties
2. Add Members
3. Security
4. Copy Group

Group Properties

Select Properties to modify the group Name and group Description text of an existing user group.

Add Members

Select Add Members to choose from a list of available existing Checkbox users. To add a user follow the steps below:

1. Check the box to the left of the record(S)
2. Click the button labeled Add Selected Users to Group

Security

User Group security allows you to control whom has access to a particular user group. From this window you can add users and user groups to an Access Control List (ACL). Only the group creator and those Checkbox users/groups included on the user group ACL will be able to view this particular group.

To add members to the ACL follow the steps below:

1. Select the tab labeled 'Add Users/Groups to Access List'. You will see two boxes. The box on the left contains all available users and user groups. The box on the right contains users/groups whom have been added to the ACL.
2. To add a new ACL member, click on a record in the box on the left. This should automatically add them to the box on the right, which contains ACL members.

The Default Policy tab is where you can set permissions that apply to all Checkbox users not included on the ACL.

For example, let's say you want UserName1 to have full access to this particular user group but you want the rest of your Checkbox user database to only be able to view the group and not modify it in any way. To create this permission scenario you would need to follow the steps below:

1. Add UserName1 to the ACL (make sure the user has a role designation as either a System Admin or Group Admin)
2. Modify your Default Policy by checking the box labeled "View User Group"
3. Save your changes

NOTE: For more information on setting Access Control Lists and Default Policies, view the Checkbox 5 Permissions Guide

Copy Group

To copy an existing group, select that group and click the Copy Group button on the top-right of the window. This will automatically add a duplicate group to your user group list. The copied group will have the same name as the original group with the addition of "Copy 1."

To change the name of the copied group, select it and open the Properties window.

Create and manage list of email addresses in the Email LIsts view. Email Lists are used to send survey invitations to individuals without having to create user profiles (login credentials) for them. Email list entries do not contain user attributes or login credentials.

When the Email List view is open you will see a list of existing email lists on the left side of the window. Select an email list to view the email addresses included on that email list in the right-hand dashboard. From the dashboard menu on the top-right you are able to modify:

1. Properties
2. Add Addresses
3. Security

Email Properties

Select Properties to modify the email list Name and Description text of an existing email list.

Add Addresses

Selecting the Add Addresses menu option opens a window where you can select the data source for your new email addresses. You have two options for adding email addresses:

1. Upload Text File - Choose this option if you have a file on your computer you wish to upload
2. Copy/Paste Text Entry - Choose this option to cut and paste a list of email addresses from a text file, or to manually enter email addresses line by line

When you have added the new email addresses select Next to continue in the wizard.

1. Review the email addresses you selected
2. If you need to add or modify the email address select Previous to return to the previous screen
3. When you are satisfied with your changes select Finish to add the email addresses to the existing list

Security

Email List security allows you to control whom has access to a particular email list. From this window you can add users and user groups to an Access Control List (ACL). Only the email list creator and those Checkbox users/groups included on the user group ACL will be able to view this particular email list.

See User Group Security above for more information on adding users to an ACL and setting Default Policies.

If you wish to delete one or more user(s), user group(s), or Email List(s) follow the steps below:

1. Check the box to the left of the record (user/group/email list) you wish to delete. You may select more than one record
2. Select the Delete button

Add New User Group

To add a new user group select the orange button labeled Add New Group.

Name Group

1. Create a Group Name (required)
2. Add a group Description (optional)
3. Select Next to review your settings

Review Information

1. Review your group settings
2. If you wish to change the group name or description, select the Previous button to return to the previous step
3. Select Finish to save your new group

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