Who is this article for?

Please Review users looking to edit, add or delete users.

System Administrators can add new users to Please Review.

Adding and deleting users in Please Review involves administrators using the administrative interface to include new users by defining their roles, permissions, and access levels. User removal allows administrators to manage the participant list effectively, maintaining an up-to-date and organised user base for efficient document reviews and collaborations.

1. Manually Adding New Users
2. Making Users Inactive and Deleting Users
3. Further Reading

Manually Adding New Users

Note: there are two different ways to add new users to the system. This section covers adding a new user from the User administration screen. It is also possible to add a new user from the Workgroups administration screen.

To add a new user to the system, click on the ‘Add New User’ button from the 'user administration' screen. The 'add user' screen is displayed:

Here are a few things to note about adding users:

• The user email address must be unique.
• The user’s ‘Home Workgroup’ represents their place in the organization hierarchy.
• The selected user type will be the same in all Workgroups.
• If no language packs are installed the option will not be available.
• If a maximum role is set this will be the maximum role the user will be allowed in any Workgroup. This shouldn't be set to anything other than ‘N/A’ unless Please Review is being used as a formal training environment.
• It is not mandatory to assign a password at this stage. The user will be able to set their own          password via a link in the ‘Welcome’ email.
• It is only possible to add a user to a single workgroup at this stage.
• If the ‘don’t send a welcome email’ box is not checked the system will automatically send the user an email with a link to set their password. If you specify a password for the user, you should select the ‘don’t send a welcome email’ option.

Making Users Inactive and Deleting Users

From the ‘edit user details’ screen, it is possible to make a user inactive by de-selecting the ‘Is user enabled?’ box. Inactive users will not be able to log-in and will not count towards the software license limits.

Note: for licensing purposes, a user is only counted if a member of a workgroup. If a user is not in any workgroups they cannot log in, so removing a user from all workgroups has a similar effect to making that user inactive.

• A user can be completely removed from the system by clicking the 'delete' button. This will permanently delete all information pertaining to that user from Please Review.
• If any reviews in the system refer to that user (e.g., if the user has made a comment or change or owns reviews) then the user details need to be retained for audit purposes so in this case the user cannot be deleted.
• If a person who used to access the system now no longer needs access, that user should be made inactive; the delete user function is primarily to remove all traces of a user record that has been created in error.

Further Reading

• How to Configure Users
• How to Configure Logged on Users & File Management
• Getting Started with the Administration System