Usernames
A username can be any alphanumeric string that is four or more characters long. Usernames must be unique across all ObservePoint users in your account.
Creating Users
To create a new user, you must have administration privileges.
Click on the Settings icon and choose Users.
2. Click New User in the upper right corner of the screen;
3. Enter the following fields:
First Name/Last Name (required) - Enter the user's first and last names.
Username (required) - Create a unique username that is at least four characters long.
Email (required) - Enter the user's email. This is used for recovering the password.
Audit Page Limit (required) - Enter the number of page limit for Audits for the new account. 0 means unlimited.
User Time Zone (required) - Select a time zone from the drop-down list. The time zone is used to display the run time of the Audits and converts it to the user's time zone.
User Permissions:
Account Admin - This user may view, create and edit anything in the account. ObservePoint creates the admin user
Standard User - This user may create, view, and edit anything within shared folder(s).
Read-Only User - This user may only view items within shared folder (s)
Once the basic information is filled in, the next step is Folder Access (optional) - Click on each folder that the new user should have access to. Users do not need to be assigned to a folder, but they will be very limited in what they can do and will not be able to see any Audits or folders.
Finally, click on Save Changes and the new user is created.
More about Folder Access
Folders can be shared with or hidden from other users. By default, only the creator of a folder and administrators can see a folder, but the administrator can share it with other users. This can be done in two ways, 1) from inside the folder itself or 2) in Manage Users under Account Settings.
Sharing from Manage Users
Sharing from inside Manage Users allows you to share multiple folders with individual users. To share from Manage Users:
Click into Account Settings > Manage Users on the top right navigation bar.
Choose one or more users by clicking the checkbox next to the name(s).
Click on "Share Folders" to see a list of all the folders that can be shared.
Click on each folder you want to share with these users and save your changes by clicking the Share Folders button
Exit without saving any changes by clicking the Cancel button.
Passwords
A password will be sent to the user's email address. The user will need to login the first time and change the password by clicking into their user profile and choosing to change it. The current password must be typed in before it can be changed. A password must be secure because of the sensitive nature of the data collected by ObservePoint. Best practice is to use three or more unrelated words without spaces that includes non-alphabetic characters. A password should be easy for you to remember and difficult for a computer to guess. Minimum length for a standard password is 6 characters. Both usernames and passwords are case sensitive.
Strong Passwords
If strong passwords are enabled on your account, an administrator can choose require them for all users. When creating a strong password, the criteria are listed and checked off on the screen as the user types the new password. Strong passwords are subject to the following:
Password expiration: 30 days
Time before an old password can be reused: 12 months
Minimum length: 8 characters
Must contain at least:
1 lowercase letter
1 uppercase letter
1 number or special character: +-.,!@#$%^&*();\/|<>"'
Deleting Users
If you cannot delete a user, it is likely because that user is an Account Admin. To remove these users, contact our support team through the help widget in the bottom right corner or by emailing [email protected] and we can delete the user for you.