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Managing the Manage Users Section

Nucleus provides functionality where entrants can create additional users for their organisation via the Manage Users section. The section is accessible in the Entrant View of Nucleus. These additional users are created for a variety of roles from reviewing the work of other entrants or for large organisations to have multiple users creating and submitting entries and media items. It is possible to set a maximum limit on the number of users who can be created in an organisation and the user types who can be created.

Some instances have the Manage Users section switched off and if this is the case then this guide will not apply to you. If you would like this section turned on then please raise a support ticket.

How does an Entrant Create Additional Users?

In terms of Nucleus, when an entrant creates an account, it is not just for them they are registering the whole organisation. Different clients show the organisation to the entrants to differing extents as not all Awards require an organisation to enter but even if an entrant registers as an individual an Organisation is created and you will see this in the Admin Actions Menu where Users and Organisations are split into two different sections. The reason for this is to enable multiple users within each entrant account. There was a requirement by larger organisations such as the Broadcasters who create many entries to have multiple users creating and submitting entries and videos but to have one admin user who oversaw all the entries and paid for an invoice.

Entrants create users in the Manage by clicking Add and then completing the fields on the page. They must define if the user is an Admin User or a Normal User:

  • Admin users have the ability to view entries and media items created by all users in their organisation, are able to create more users, can issue entries to other users in the organisation and make payment
  • Normal users are only able to view the entry forms and media items that they have created. Can issue entries to other users in the organisation if given permission by admin entry users (Admins need to edit the user settings and give permission for a normal user to issue entries to other users).

When the entrant clicks Save the new user is created and an email is sent. The entrant creating the new user has the option to include a personal message which will be included in the invitation to the new user.

Note – The email is the unique identifier for all entrants, so if their email exists in one account then it can not exist in another organisation.

How to Restrict the Users Types in an Organisation

Above it was explained that entrants can create two different entrant user types, Admin and Normal. It might be that as admin users you only want entrants to be able to create certain types of users within their organisation. To define this:

  1. Log into the Administration Portal
  2. Go to Actions>Misc
  3. Select Configuration Values under the System Administration heading
  4. Search for Allowed entrant types in the Name column
  5. Click Edit to open the settings screen
  6. In the Value field enter one of the following:
    • Both – allows entrants to create admin and normal users
    • Admin – allows entrants to create admin users only
    • Normal – allows entrants to create normal users only
  7. Click Save & Close

How to Restrict the Number of Users in an Organisation

To restrict the number of users that can be created in an organisation follow the following instructions:

  1. Log into the Administration Portal
  2. Go to Actions>Misc
  3. Select Configuration Values under the System Administration heading
  4. Search for Max users per organisation in the Name column
  5. Click Edit to open the settings screen
  6. In the Value field enter a number to define the maximum umber of users, note that a 0 allows unlimited users to be created
  7. Click Save & Close

Note:

  • Organisations who reach the maximum number of users will only be able to create new users if they delete enough users to return below the maximum number
  • An organisation that had created a higher number of users than the maximum before the implementation of the feature will not be affected adversly