Managing User Accounts and Visibility Permissions

This guide provides instructions for creating and editing user accounts in the Organization Manager (ORM), with a focus on the new Visibility and Module security permissions.

Adding or Editing a User

From the main ORM dashboard, navigate to the Users screen.

1. To add a new user, click Add User.
2. To modify an existing user, locate the User > Select the 3 dots > select Edit.
   
3. On the Basic Details section, enter or update the user's First Name, Last Name, and Login Email (required).
   
4. Click Next to navigate to the Permissions tab.
5. The Permissions step now includes two sub-tabs: Modules and Visibility.
6. Modules Tab: Use this to configure which areas of the System the user can access
   
   • Dashboard: Give users access to the Dashboard Module
   • Search: Grant user rights to the Search Module
   • Users: Allows users access to User Management to add new users or edit existing users 
   • Setup-Schools: Grants visibility to the Schools tab.
   • Setup-Collections: Allows the user to view the Collections tab to manage specific data groupings.
   • Setup-ORM Years: Gives users rights to manage Organization Years.
   • Setup-Demographic Fields: Enables access to the Demographic Fields tab.
7. Visibility Tab: Use this tab to control how the user interacts with Private, Shared, and System data objects (Saved Searches, Queries, and Layouts).
   
   • View Private objects: Select this to allow the user to see and interact with private data objects belonging to all users.
   • Change object owner: Enable this to allow the user to reassign objects (Searches, Queries, or Layouts) from one user to another.
   • View System objects: Allows the user to see objects used for automated background processes.
   • Edit System objects: Grant this for users who need to modify System data objects.
     Promote & Demote Rights
8. On the right side of the Visibility tab, you can independently set "Promote" rights for each object type:
   • Promote Shared: Check these boxes for Saved Search, Saved Query, and/or Saved Layout to allow the user to move their own or others items between Private and Shared status. 
   • Promote System: Check these boxes for Saved Search, Saved Query, and/or Saved Layout to allow the user to move owned items between Private/Public and System status.
9. Click Next to navigate to the Schools tab. 
10. Select the specific schools the user is authorized to access.
    
11. Finally, ensure the Email User option is checked  to send login instructions to a new user. 
12. Click Create User or Update User to apply all changes.