Organization Deployment Guide for Antidote Web

Step 2 — Creating Accounts

Roles

When you can create accounts, you can assign four roles to your new users:

• Administrator
• Technician
• Group Supervisor
• User (basic)

Privileges

Please see the table below to choose and assign the appropriate role.

Creating accounts

There are three ways to create accounts:

• Manual creation — This option allows you to add accounts on an individual basis. Enter a user’s first name, last name and email address.
• Creation by invitation — This option allows you to add multiple accounts using users’ email addresses. It’s the best way to create a dozen or so accounts in one go. Invitation messages will be sent immediately.
• Creation by importing a list — This option allows you to add accounts by importing a list. You can easily create a large number of user accounts at once. Sending the invitation email requires an additional step.

Manual creation

You can add an account with the following steps:

1. Open the Users tab (A) in your organization’s Client Portal.
2. Click the Add users button (B).
3. Select Create a new user from the drop-down menu.
4. Fill out the form.
5. Check the box if you wish to send an invitation immediately.
6. Click Add.

A

B

Creation by invitation

You can add one or more accounts at once with user emails. Those invited will fill in the missing information themselves. To do this, take the following steps:

1. Open the Users tab (A) in your Organization Client Portal.
2. Click Add users (B).
3. Select the Invite users by email option in the drop-down menu.
4. Enter the email addresses of those you wish to invite and separate the emails with commas.
5. Select the options to assign users their role and link them to a product subscription.
6. Click Invite and an invitation will be sent automatically.

Creation by importing a list

Importing accounts allows the bulk creation of users from a list. This function is particularly useful for educational institutions that wish to provide hundreds of people with access to a product.

File templates

Begin by downloading the file templates in Excel or CSV format. These can also be accessed by clicking on Add users (B) and selecting Import a list. You can change the order of the columns, but the headers must not be modified; the system uses the name of each column to determine the type of content in its cells. The import file must contain the following headers:

Here is some information on filling in the file:

• Unique Identifier (optional) — A unique identifier can only be assigned to an account for an organization. It must consist of alphanumeric characters. You can use it to link a unique identifier to the account, such as a permanent code or employee number.
• First Name — This field must consist of alphanumeric characters (50 maximum).
• Last Name — This field must consist of alphanumeric characters (50 maximum).
• Email — This field must consist of alphanumeric characters (100 maximum) in the format of a valid email address.
• Antidote Web — This field is used to grant access to a subscription using one of the following values:

Subscription	Value to enter
Antidote Web — English	english
Antidote Web — French	french
Antidote Web — Bilingual	bilingual

If the cell is left empty or contains an invalid value, the account will be created without access to Antidote Web.

• Language — This field is used to set a user’s language of correspondence. To enter a language, use the value “en” for English or “fr” for French. If the cell is left empty, the language chosen by the person responsible for the organization will be set by default.
• Role — This field is used to indicate the role to which the user is assigned. It contains one of the following values: “administrator”, “technician”, “supervisor” or “user”. If the cell is left empty, the default value “user” will be assigned.
• Groups — This field is used to add the user to one or more groups. Enter the name of an existing group or create a new group. The name of a group can contain a maximum of 200 alphanumeric characters. To add a user to multiple groups, list the groups using a comma as a seperator. If the name of a group includes a comma, add a backslash (“\”) in front of this comma (The white, red and blue => The white\, red and blue). It is not possible to remove a user from a group from this file.
• Remove? and Delete? — These fields are used to edit the list of users as part of an update by import. Leave these cells empty or enter “no” to create new users.

Importing a list

Once your import file is ready, go to the Users tab (A) in your organization’s Client Portal and follow the steps below to upload your data.

1. Click Add users (B).
2. Select Import a list from the drop-down menu.
3. Click Choose a file and select your list.
4. Click Process the data to begin importing.

You will receive an automatic email informing you of the outcome of the import operation once the data has been processed. If the list is very short, your report may be accessible directly in the interface within a few seconds. Once the import is finished, you can proceed to the next step of sending invitation.