How to Manage Users, Groups, & Their Roles-Permissions

 

With the Member Manager, you can add new users and manage their permissions and roles.

 

You can also organize them into groups or teams and manage group permissions. Additionally, you can control access of users and groups to content in your knowledge bases.

 

There are the following ways to manage your knowledge base members:

 

 How to Add and Manage Users

 

The first method is to add new users to the Knowledge Base account. Learn How to Add, Edit, and Delete a User in the Knowledge Base.

 

You can assign roles such as contributor, editor, administrator, and control, which help sites the user can or cannot access.

 

Add a new user and define their role

 

How to Create and Manage groups

 

Step 1: Go to the Users section under settings and click on the Groups Tab. Click New Group to create a new group.

 

Create a group

 

Note: If you don't already have a group, Click First Group to begin. 

 

Create your first group


Step 2. When you click the create group button, a pop-up will load up. Enter the name of the group and click Next.

 

Enter the group name and click Next


Step 3: Assign a group admin. Then, click Next.

 

Select a group admin and proceed

 

Step 4: Select users to add to this group and assign a common role from the dropdown.

 

Note: If a user's inherent role is a higher authority than the one assigned to him via group, then the inherent role's authority prevails. For instance, John Doe is an admin, but we assign the Editor role from the group settings for the sites you select in the next step. But, the admin role will supersede the Editor's role.

 

Select Users and define their role from the dropdown

 

Step 5: Check the site(s) the group members will handle and click Submit.

 

Select Sites and click Submit

 

You will see the following message on the screen. Click OK to proceed.

 

New Group Confirmation Message

 

Once you have completed and saved all the steps above, you can efficiently manage and collaborate with multiple writers and editors to create your knowledge base.

 

1) You can modify the group name by clicking Edit on the hover.

 2) You can click Users to do the following:

  • Assign a group admin
  • Add/remove user(s)
  • Assign roles to group members
  • Allow access to the site(s)

 

Edit a group

 

How to Manage Bulk Uploads

 

You can add users in bulk with excel sheets. You can follow the template below to add multiple users to a website.

 

Bulk Upload users

 

To give a user access to your website, define the Access Site field with 1. The number 0 adds a user but does not give him access.

 

If you have multiple sites and want to provide access to users separately, add the users to groups, and provide access to the groups. An example template is given below. Group access will always override user access. The template below will add users to groups that handle different websites. Then, the defined users will be added to groups that can be given access as per requirement.

 

Bulk Upload users to Groups and assign roles to groups

 

How to Create a Group Admin

 

Step 1: From your ProProfs Knowledge Base dashboard, go to Settings >> Users.

 

Online knowledge base settings

 

Step 2: Click +New User.

 

Add user to knowledge base

 

Step 3: Fill in the required details and choose Group Admin from the Roles dropdown. 

 

Add user as admin

 

Step 4: Scroll down to the bottom and click Create to finish adding a new user.

 

 

Another way of assigning a group admin is, instead of adding a new user, you can follow these steps:

 

Step 2.1: Go to the Groups tab and click + New Group.

 

Add group in knowledge base

 

Step 2.2: Enter a group name and click Next.

 

Enter the group name

 

Step 2.3: Select a user as the group admin and click Next.

 

Select a group admin and proceed

 

Step 2.4: Add user(s) to the group and assign a role to group member(s). Click Next.

 

Select Users and define their role from the dropdown

 

Step 2.5: Select the help sites your users/group can access and submit.

 

Add users and groups in knowledge base

 

That is all about managing users, groups, and their roles-permissions.

 

 

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