Users Page

On the Users page, admins can view and manage the users in their license group. From the table on this page, admins can:

• View a list of users in the group, including the following information for each user:

  • First and last name (Active group members only)

  • Email address

  • Assigned roles

  • Date added to the group

  • Member status - Users invited to join the group but who have not yet accepted the invitation are Pending members, indicated by an orange clock icon. If no icon appears, the member’s status is Active.

The following actions and operations are available on the Users page:

• Invite others to join the license group and assign roles to those users.

• Modify users' roles.

• Remove users from the group.

• Block users with the User role from the group.

• Filter the list of users that displays in the Users table to a specified string.

The following illustration shows the Users page:

Users and Roles

Each Personalize Follow-You Persona service license has an associated license group. Each member (user) in a license group is assigned one or more roles when they join. Roles determine which service features a member can access.

Note In this guide, “User” (capitalized) indicates the User role, while “user” (lowercase) indicates a Personalize user in the generic sense. That is, a “user” (lowercase) can have any role (User, Admin, or User/Admin) in a license group.

Roles

The following roles are available for license group members:

• User - Group members assigned the User role consume a Personalize license. Thus, a purchased license must be available in the license group for any member you assign this role. This role includes the following permissions:

  • At the MFP, create, modify, and remove personalized UIs.

  • At the Personalize portal, access to the portal (excluding the Admin area). Access includes the following pages in the portal:

    • The My Persona page where Users can create, modify, and remove personalized UIs. Thus, group members' personalized UIs are associated with the User role and not the Admin role. Specifically, personalized UIs are attached to the group member’s MarketPlace account - the account used when consuming the Personalize license required for Users in a license group. In this way, personalized UIs can “follow” Users from a license group they leave to another group they join.

    • The Settings (User) page, including the option to leave the license group.

• Admin - The Admin role does not consume a Personalize license. This role provides access to the Admin area, including the Users page, but not to the My Persona page or to Personalize at the MFP.

• User/Admin - These combined roles provide full User and Admin access to the Personalize service. The User portion of this combination of roles consumes a Personalize license.

Group Owners

The user who purchases the initial licenses and creates the license group is the group owner. The group owner is automatically assigned the Admin role and has full access within the Personalize portal, including the ability to invite others to join the group and assign roles to them.

Note: A group owner’s Admin role cannot be modified by other users, and the group owner cannot be removed from the group. To transfer the group owner’s license to another user account (for example, if the group owner leaves the company), contact your Personalize support representative.

Managing Users

The Users table displays the following information on each user:

• First Name - The user’s first name.

• Last Name - The user’s last name.

• Email - The user’s email address.

• Roles - The user’s assigned roles.

• Date Added - The date on which the user was added to the group. If you hover your pointer over the field, the date and time displays.

In addition to the above information, the Users table includes the following:

• A header row where, if you click on a column header, the table sorts by that column. The column header displaying an arrow (up or down) indicates the current sort criteria and sort order (ascending or descending).

• Selection boxes you can use to select users on which you can perform an action. Selection boxes appear on the left side of the Users table.

  • To select one user at a time, click on the selection box in the row containing the user.

  • To select all users in the group, click on the selection box in the table header.

• Action icons providing access to the functions you can perform on a user, for example the Remove User function. If you click on an Action icon in the Users table, you access the function directly. See the following illustration:

• An Ellipsis button that appears when you check one or more selection boxes. See the following illustration:

If you click on the Ellipsis button, a menu appears listing all available actions. Only actions available to all selected group members are active on the menu. If you click on an active action, the action is applied to all selected group members. See the following illustration:

Adding New Users

As part of the user invitation process, Admins grant new users one or more roles. To invite a new user to the license group, use the Add New Users button. User invitations are valid for 7 days. If the invitation expires, you can send another one. Once an invitation is accepted, the user appears in the license group’s Users table.

Do the following:

1. Click on the Add New Users button. The Add New Users window appears.

2. Enter the email address of a user you want to invite to join the license group. Once you specify a valid email address, the Add button appears. To add the email address, click on the Add button. Once added, you can remove the address by clicking on the X next to the address.

3. To invite additional users, repeat Step 2.

4. In the Roles area, check the box next to the roles you want to grant to the users. If you specify multiple users, you must assign the same role(s) to all of them. Once you check a box, the INVITE button activates.

5. To send the invitations, click on the INVITE button. To abandon the process, click outside the Add New Users window.

Modifying User Roles

To modify one or more users' roles, do the following:

1. Check the selection box in the Users table for each user whose roles you want to modify. If you select multiple users, you must assign the same set of roles to each user.

2. Click on the Edit icon. The Edit User window appears.

3. The Edit User window displays the email addresses and the existing roles for the selected user(s). Note the following:

   • A checked box indicates the role is currently assigned to all selected users.

   • A grey box enclosing a white bar indicates an indeterminate (mixed) state for the role with regard to the selected users. That is, some of the selected users are assigned the role, some are not.

   • An empty box indicates the role is not currently assigned to any of the selected users.

4. Make any modifications to the set of roles you want to assign to the selected users. Note that if any of the selection boxes are in an indeterminate state, you cannot save your changes.

5. Once all boxes are in a valid state, the SAVE button activates. To preserve your changes, click on this button. To abandon your changes, click outside the Edit User window.

Removing a User

To remove a user, click on the Remove icon associated with the user in the Users table.

To remove multiple users, do the following:

• Click on the selection box next to each user you want to remove from the group. To select all users, click on the selection box in the header row of the Users table.

• Once you select one or more users, the Ellipsis button appears. Click on the Ellipsis button, and select Remove from the menu that appears. The selected users are removed from the group.

Notes:

• Removing a user does not delete any of their saved personalized UIs. If the user joins another license group, their UIs follow them to the new group.

• Group owners cannot be removed from the group. Thus, the Remove option is inactive for the group owner.

Blocking the User Role

Assigning the User role to a group member consumes a Personalize license. To make the best use of your licenses, you can use the Block User Roles function to remove the User role from selected group members, or prevent non-members from joining the group as Users. In this way, you can reclaim Personalize licenses from group members who are not using the Personalize Follow-You Persona service, and prevent undesired users from joining the group “automatically” as Users and thus consuming licenses.

Blocked users are placed on the Blocked User Roles list. Users (including admins) cannot be assigned the User role for as long as they remain on the list.

Notes:

• The Admin role cannot be blocked from group members, and non-members can be invited to join the group as Admins.

• For group members with both the User and Admin roles (User, Admin), the User role can be blocked but not the Admin role.

• Each member in a license group must have at least one role. Blocking the User role from group members who are not admins leaves them with no roles and thus removes them from the group.

• The Block User Roles function is not available for Pending group members.

• Blocked users can be removed from the Blocked User Roles list.

• Blocking a User does not delete any of their saved personalized UIs. If the block is removed from the User, their UIs are restored.

Blocking the User Role from Group Members

To block the User role from a single group member and prevent admins from re-assigning the role to the member, add the member to the Blocked User Roles list. Do the following:

1. On the Users page, click on the Users tab. The Users list appears, listing the active (if any) and pending (if any) members of the license group.

2. Click on the Block icon for the group member you want to block. This icon is active only for group members with the User role.

3. The Block User Roles popup appears. Click on BLOCK USER ROLE. The Users table updates to reflect the change to the license group, and the Blocked User Roles list updates to include the user/group member.

To block the User role from multiple group members, do the following:

1. On the Users page, click on the Users tab. The Users list appears.

2. Click on the selection boxes of one more group members. The Ellipsis button appears.

3. Click on the Ellipsis button. The Ellipsis menu appears.

4. On the Ellipsis button, the Block User Role option is active if the following are true for the selected users:

   • All have the User role currently assigned.

   • None are pending users.

5. If the Block User Role option is active, click on it. The Block User Roles popup appears.

6. Click on BLOCK USER ROLES. The Users table updates to reflect the change to the license group, and the Blocked User Roles list updates to include users/group members.

Blocking the User Role from Non-Members Joining the Group

To prevent non-members from joining the license group as Users, add them to the Blocked User Roles list. Do the following:

1. On the Users page, click on the Blocked User Roles tab. The Blocked User Roles list appears, listing the users (if any) currently blocked from assuming the User role in the license group.

2. Click on the Block User Roles button. The Block User Roles window appears.

3. In the Block User Roles window, enter the email addresses of the users you want to block from assuming the User role in the license group. Once you enter a valid email address, the BLOCK button activates.

4. When done entering email addresses, click on the BLOCK button. The email addresses appear on the Blocked User Roles list.

Removing Users from the Blocked User List

To remove a single user from the Blocked User Roles list, do the following:

1. On the Users page, click on the Blocked User Roles tab. The Blocked Users list appears, listing the users (if any) currently blocked from the license group.

2. Click on the Block icon for the user you want to remove from the Blocked list. Click on Remove from the pop-up that appears. The user is removed from the Blocked User Roles list. If the user is not an admin, the user is removed from the license group as well.

To remove multiple users from the Blocked User Roles list, do the following:

1. On the Users page, click on the Blocked User Roles tab. The Blocked Users list appears.

2. Click on the selection boxes next to one more group members. The Ellipsis button appears.

3. Click on the Ellipsis button. The Ellipsis menu appears.

4. On the Ellipsis menu, click on Remove. The selected users are removed from the Blocked User Roles list. Any of the users who are not admins are removed from the license group as well.