System Admin Window

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The System Admin window provides administrators the ability to add, edit, and delete all users and clients within the system. It also provides access to all files within the organization’s Enterprise Account.

The System Admin window has three main parts to it:
1. Main Table
2. Actions Tab
3. Group Associations Table

Main Table

The Main Table of the System Admin allows for selecting a user of any role or a client. All users are listed here.
Double Clicking on a client will place the client’s portfolio in the Admin’s File Organizer. The page cycling options at the bottom allow you to view other users on different pages.

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The column headings of the users table, in order, includes:
1. Identification Number
2. First Name
3. Last Name
4. Organization
5. Group
6. Location
7. Role
8. Email
9. User/Associated Users
10. Sysname (Name of URL)

When hovering over a column heading, a down arrow will appear on the far right side of heading title. Clicking on the down arrow will allow the user to change the order in which the clients are sorted. It will also allow the user to hide or show each of the column types.

Screen Shot 2017-03-08 at 11.24.05 PMActions Tab

1. Open:
– After using the checkbox to select a user from the adjacent users table, this action will open the File Organizer and display the user’s portfolio.
2. Search:
– The search can be used to search/filter multiple types of criteria. Click here for more information about search options.
3. Add User:
– Allows Admin to create another user/client in the system. Both Personal Details and Group Association tabs need to be filled out in order to add a user.
4. Editing a User:
– Using the checkbox to select a user from the users’ table of the System Admin with this action allows an Admin to edit information in the user’s/client’s profile. Clicking on the pencil on the users table also provides the Admin a way to edit profile.
5. Deleting a User:
– Using the checkbox to select a user from the users table and then clicking this action allows an Admin to delete the user’s/client’s profile. Clicking on the ”X” on the users table will also allow the Admin a way to delete the user/client.
6. Inactivate User:
– Using the checkbox to select a user from the users table with this action allows an Admin to inactivate a user’s/client’s profile. Inactivating the user/client will allow the Admin to keep the portfolio within the system, but not active to access or login.
7. Reactivate User:
– Using the checkbox to select a user from the users table with this action allows an Admin to reactivate a user’s/client’s profile. Reactivating the user/client will activate that user/client that was inactive back to their active status and accessibility.
8. View Notifications:
– Using the checkbox to select a user from the users table with this action allows an Admin to review all notifications that were set by the Admin for a user’s or client’s portfolio.
9. Configure Notifications:
– This allows the Admin the ability to configure what notifications they will receive per user/client.
10. Export Report:
– This allows the Admin the ability to download the search results from the users table into a CSV file.
11. Clear Session:
– This allows the Admin the function to clear any user’s session if they logged out incorrectly and are not able to log in. This will clear their session immediately so they don’t have to wait the 10 minutes for the system to automatically clear their session to log in.
12. Skip Registration:
– Using the checkbox to select a user/users from the table with this action allows an Admin to remove the steps of registering on the site for that user. They will not have to recreate their password, username, or add in their email address before first using the system. You must add an email address in order for your user to receive any notifications. A reminder will pop-up after clicking this box.

Screen Shot 2017-03-08 at 11.41.59 PMGroup Association Table

The Group Association Table allows the Admin to view users and clients via their Group Associations.

– The table allows the Admin to select from the Organization, Group, Location, and/or Role levels.
– It also allows for a quick search to populate the adjacent Users Window with Clients, Users, Scorers, or Gold Standard Raters that are associated to each other.
– The Admin can use the checkboxes to define the search parameters and the “+” signs to delve into the selection.

Setting Up to Receive Notifications

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Notifications are an easy way for a user to stay on top of changes to their clients. If a user has access to a client, they can set up to receive specific notifications for them.  Administrative roles can also be notified of changes to all user roles available in the System Admin window. There is more information about the specifics of the Notification Settings page.

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4Setting Notifications Using the Client Selector (User Roles)

1. The user opens the Client Selector.
2. Clicking the pencil icon next to the desired client will open their Notification Settings.
3. The user can then check the checkboxes next to the options they want to be notified of.
4. Pressing save will save the changes and the user will then:
A. Receive an email whenever one of the changes selected occur.
B. Have their notifications tab turn red whenever one of the changes selected occur.

5Setting Notifications Using the System Admin Window (Administrative Roles)

1. The user opens the System Admin window.
2. They then can check the checkbox next to the desired user or client.
3. Going to the Actions tab in the upper left-hand corner and clicking “Configure Notifications” will open their Notification Settings.
4. The user can then check the checkboxes next to the options they wish to be notified of.
5. Pressing save will save the changes and the user will then:
A. Receive an email whenever one of the changes selected occur.
B. Have their notifications tab turn red whenever one of the changes selected occur.

Notification Settings

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The Notification Settings window pops up after clicking on the actions tab of the System Admin (available for Admins, Group System Admins, and Group Admins)  or the actions tab in the Client Selector (available for Users, Scorers, and Gold Standard Raters). This window allows the Admin the ability to configure what notifications they will receive per user/client.

Prefigured Notifications

When a new user/client is added to the system, they are prefigured with the notifications of the following:
– Add File
– Add Tag/Keyword
– Add Comment/Associated File
– Add Note
This is the case for all users except the Admin themselves. The Admin must configure all notifications for the users for which options they want notifications for.

Available Notification Settings

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1. All/None
2. Add File
3. Tag/Keyword
4. Comment/Associated file
5. Delete File
6. View Client
7. Move File
8. Add Note

Check the boxes for which actions each individual user wants to be notified of. An email will be sent to the user notifying them that an action has occurred as well as turning the Notifications button red on the main toolbar on the site.

Client Notepad Feature

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The Client Notepad allows users with permissions to create and view notes regarding a client.

All users and admins associated with this client will have access to these notes.
Login Clients are capable of viewing notes that a user makes available to them.

Client Notepad’s Location

The Client Notepad can be found in the System Admin feature for Admins, Group System Admins, and Group Admins.
– After opening the System Admin, to the right in the columns of each user is a notepad which can be accessed.

Users can find the Client Notepad in the Client Selector.
– Each client will have a notepad icon in their column.
Login Clients can access their Client Notepad through their Notifications tab.

Adding a Note

1. The user clicks on a client’s notepad.
2. They then type a note in the top text field.
3. The user chooses if the note is intended for the client to read.
– If so, the user clicks on the Client Readable checkbox.
4. The user reviews their note and clicks on the Post button.

Client Notepad Diagram

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1. Text Box
– The user writes in the note to be recorded here.

2. User’s Name
– The first line on the recorded note is the name of the user that authored it.

3. Date/Time Stamp
– This stamp shows when the user created the note.

4. Note
– This is the text of the note that has been submitted by the user.

5. Post Button
– By pressing this button it will submit the text to the left as a note.

6. Client Readable Checkbox
– By checking this box, it allows a login client to view the note the user is posting. A pop-up window will occur when this box is selected reminding the user that the client will be able to view the note.
Please note: Clients that are not login clients will not have this option available on their notepad.

7. Head Symbol
– This symbol marks the notes that can be viewed by the login client.

Giving Users Access to Clients (Admins Only)

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Behavior Connect is a role and permission based system. Every user will need permission to access clients within the system.

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To give access for a client to a user, the Admin must first open the add/edit window for the client via the System Admin window.

1. Click on the Group Associations tab next to the Personal Details tab.
2. Select the user who needs access to the client from the lefthand column.
3. Move the user to the right-hand column, titled Selected Group.
– The Admin can do this by dragging and dropping or using the arrows.
4. Click the Save button.
The newly added user will now have access to the client’s portfolio. They can access the client from their Client Selector.

System Admin’s Search Feature

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The search feature can be used to search/filter by the multiple types of criteria listed below:

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1. User Info Tab
– Allows the admin to search for a user/client using their personal information and/or their login and profile status.
A. First Name
B. Last Name
C. Identification Number
D. Age
E. User Login Name
F. Status:
Active
Inactive
G. Last Updated
H. Registered:
Yes
No

2. Organization Tab
– Allows the admin to search for a user/client using the organization they are in.

3. Group Tab
– Allows the admin to search for a user/client using the group they are in.

4. Location Tab
– Allows the admin to search for a user/client using the location they are in.

5. Role Tab
– Allows the admin to search for a user/client what role they are.

6. User Tab
– Allows the admin to search for a user/client using the name of the user they are under.

7. Actions Tab
– Allows the admin to clear the data from the fields on the current page or the entire search window.

How to Add a User (Admins Only)

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By opening the System Admin, clicking on the Actions menu, and selecting “Add User”, the Admin will be able to create a new user for their system.

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Personal Details Tab

Required fields on both the Group Association and Personal Details tab are marked with a red asterisk (*). They can be seen in green below as well.

Screen Shot 2016-11-06 at 7.09.54 PM– First Name
– Last Name
– Identification Number
– Role(s)
– Default Login Role
– Demographic Info
– Ethnicity
– Date of Birth
– Gender
– Contact Info
– Email
– Address
– City, State, Zip
– Account Info
– Username
– Password
– Skip Registration
   

Please Note:
   – Checking the ‘Skip Registration’ box allows an Admin to remove the steps of registering on the site for the user being added.
   – Users will be listed as “Not Registered” in the System Admin if this feature is used when creating them.
   – The Admin must add an email address in order for your user to receive any notifications. A reminder will pop-up after    clicking this box.

Group Association Tab

An Admin will need to associate the role with an Organization, Group, Location, and/or User, depending on the added role.

To associate, highlight the name needed in “Available Groups” from the left section and either drag and drop to the “User Groups” section or click on the arrows to transfer it.

Required Associations for Each Role:
Admin – Organization
Client – Group
Location
User
Please note by adding the user to a client, it gives the selected user access to the client.
Gold Standard Rater – Group and Location
Group Admin – Group
Group System Admin – Group
Login Client – Group and Location
Scorer – Group and Location
User – Group and Location

Please note that the system will notify the Admin if group association is not correct.

Adding a Role to a User

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At any point in time, an Admin or a Group System Admin has the option of adding another role to an existing user.
Doing this will allow users access to new information and gain permissions that they did not have before.

Admins have the ability to add roles to Admins, Group System Admins, Group Admins, and Users.
Group System Admins can add roles to Group System Admins, Group Admins, and Users.

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— To add a role to a user, an Admin or a Group System Admin must access their System Admin.
– After finding the user they’d like to edit, they can click on the pencil icon in the last column associated to that profile.
– Once the “Edit User” window has opened, they can go to the section listed as Role(s). Using the drop-down menu next to their current role will give options of adding another role to that user.
– The Admin or Group System Admin can then choose which one(s) they would like to add.

Note:
Gold Standard Raters, Scorers, Login Clients, and Clients cannot have more than one role.


By adding a new role for a user, they will now have to have two (or more) Group Associations.

– The Admin or Group System Admin must go to the second tab of the “Edit User” window and associate their user with a specific level depending on their new role.
— To switch from one role’s Group Associations to another within the same user, the Admin or Group System Admin can go to the upper right hand corner of the tab and click on the drop-down menu next to the word “Role”. An image has been provided below to show its locality.
— The drop-down menu will have a list of the roles that the user now has. Selecting one will show the Group Associations of that role.
— Following the How to Add a User article’s instructions regarding required Group Associations, the Admin or Group System Admin will add the new association for the new role of the existing user.

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Note:
Adding new Group Associations to the new role will not affect the other role or their Group Associations.

Changing a Role of a User

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At any point in time, an Admin or a Group System Admin has the option of changing a role of a user.

Admins have the ability to change a user from any role to any new role.
Group System Admins may change a user in their system to any role other than Admin.

— To do this, an Admin or a Group System Admin must access their System Admin.
– After finding the user they’d like to edit, they can click on the pencil icon in the last column associated to that profile.
– Once the “Edit User” window has opened, they can go to the section listed as Role(s). Using the “X” next to their current role will delete it.
– The Admin or Group System Admin can then choose a new role for their user.

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*Friendly Reminder: Admins and Group System Admins should make sure that their user is now assigned correctly in their Group Associations according to their new role.
The How to Add a User article shows the required group associations of each role.

Notes:
Changing a Login Client to a Client: The Login Client’s “Client’s Files” and “Private Files” folders will move into the Client’s portfolio with all of its contents.
*Friendly Reminder: Clients’ portfolios are private and only accessible with permission from the Admin.
Changing a Client to a Login Client: All contents of the Client will move into the “Private Files” folder of the Login Client’s portfolio.
*Friendly Reminder: The Login Client’s portfolio has a “Private Files” folder that is only accessible to users who have permission from the Admin. The “Client’s Files” folder is accessible to users and that particular client to review.

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