Organization Client Portal User Guide

Account Creation

Accounts can be created in many ways:

• Manually — This option allows you to add accounts on an individual basis. Enter a user’s first name, last name and email address.
• 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.
• By file import — This option, exclusive to Antidote Web and Antidote Pro, 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.

Manually

If you are an administrator or technician for your organization, you can add an account with the following steps:

1. Open the Users tab (A) in your Organization 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. Tick the checkbox if you wish to send an invitation automatically.
6. Click Add.

A

B

By invitation

If you are an administrator or technician for your organization, 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 (separated by commas) of the users you want to invite.
5. Select the options to assign users one of the available roles and link them to a product subscription.
6. Click Invite. The invitation will be sent automatically.

By file import

You can create accounts in bulk by importing a list. It is particularly useful for educational institutions or large businesses that need to provide hundreds of users access to Antidote. This function is only offered with Antidote Web and can only be used by administrators and technicians.

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 in the file, but you must not make any changes to the headings; the system uses the name of each column to determine what type of content it holds.

The import file must contain the following column headings:

Here is some information about filling in the file:

Fill out the file according to the to the following specifications:

• Unique identifier (optional) — This field can be used to link the account to a unique identifier, such as a permanent code or employee number. A unique identifier can only be assigned to an organization account and must consist of alphanumeric characters.

• 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 form of a valid email address.

• Subscription to Antidote Web — If your organization has an Antidote Web subscription, use this field to grant users access according to the following specifications:

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

  If you leave the cell empty or enter an invalid value, the account will be created without access to Antidote Web.

• Subscription to Antidote Pro — If your organization has an Antidote Pro subscription, use this field to grant users access according to the following specifications:

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

  If you leave the cell empty or enter an invalid value, the account will be created without access to Antidote Pro.

• Access to the applications — This field must be completed with the Subscription to Antidote Pro field. It is used to designate which applications users have access to according to the following specifications:

  Applications	Value to enter
  Antidote 12	Antidote 12
  Antidote Web	Antidote Web
  Antidote 12 and Antidote Web	Antidote Web & Antidote 12

  If you fill out the previous column to grant Antidote Pro access but leave this cell empty, access to both applications will be granted by default.

• Language — This field is used to define a user’s language of correspondence according to the following specifications: en for English or fr for French. If the cell is left empty, the language will be set by default to that chosen by the person responsible for the organization.

• Role — This field is used to define which role in the organization a user is assigned according to the following specifications: 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. If you enter the name of a group that does not exist in the system, a new group will be created. 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).

• 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 when creating new user accounts.

Importing a list

Once your import file is ready, go to the Users tab (A) in your Organization 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 messages.

Sending invitations

If you are an administrator or technician for your organization, you can send users an invitation email allowing them to access the Client Portal and its products and subscriptions.

Follow these simple steps to send invitations:

1. Open the Users tab (A) in your Organization Client Portal.
2. Check the boxes of the users you wish to invite (C). Use the search field or the filters under the title to make it easier to select users.
3. Click the More button (D), then select Send invitation email (E).

The invitations will be sent immediately.

A

C

D

E