Manage organisations
All users belong to an Organisation. When a System Administrator creates a new User, they will be assigned to either an existing organisation (from the Users email address) or a new Organisation can be created. See the Users article for more information about creating a User.
To manage organisations, navigate to
Your profile
> System admin
: 
Select
Organisations
within Users, organisations & groups
to display the Organisations
screen:
note
For more information on editing an organisation's details, see
Organisation details in Collaborate
.Adding organisations
To add a new organisation, select
Add organisations
:
The
Add new organisation
screen opens:
Give the organisation an
Organisation name
and a Domain
.The
Domain
is the email domain that belongs to the organisation. For example, if the domain name is highq.com
any user who is added to the instance with an email address that ends with this domain will be added to the organisation. Each organisation can have multiple domains which are associated with it.Select
Add
to add your new organisation. If the organisation was added successfully, the following message will be displayed:
Your new organisation is now listed in the list of organisations.
Adding a user to an organisation
To add a user to an existing organisation, select
Add user
within the organisation that you want to add them to:
The
Add new user
screen opens:
Enter a
First name
, Last name
and an Email address
for the new user. If the email address entered has a domain that is not associated with this organisation, the following is displayed:
Select
Associate the domain with an existing organisation
to link your new domain to an existing organisation:
The new field lists all available organisations that you can associate with the new domain. Select
Add as a new exception domain and associating with an organisation
to add the new domain as an exception domain and associate it with the selected organisation:
note
The exception domain feature does not allow 'general' domains (like @gmail and @hotmail) to be automatically allocated to an organisation. However, a user with an exception domain email address may be added manually to any organisation.
The new field lists all available organisations that can be associated with the new domain. Once these details have been entered, select
Add
. The following message is displayed when the user has been successfully added:
Managing users in an organisation
As a system administrator, you can manage users in an organisation. To access these options, select
More actions
for the user you want to manage:
Edit details
Select
Edit details
to display the User details
screen:
Field | Description |
Email address | Edit the email address of the user. |
Organisation | You can view the organisation that the user belongs to. This is a non-editable field. |
Group profile | This field is related to a legacy feature and will be removed in a future version. |
External ID | This ID is linked to your active directory account. If you are bulk uploading users, this field must be populated. |
Department | This is the department that the user is a part of. This list can be managed from Metadata. |
Practice Area | This is the area of law that the user practices. |
Public website profile ID | This allows a user to display a third-party URL in their profile. |
Roles | You can select whether you want to give this user System admin permissions and/or make them a key contact. Key contacts are discussed in more detail here. |
Status | The status of the user, Active , Archived or Disabled . |
Invited | This is the date and time that the user was invited to the instance. |
Last login | This is the date and time that the user last logged in. |
Additionally, you can change a user's picture, name and job title.
View profile
Select
View profile
to view that user's profile. Edit permissions
To edit a user's permissions, select
Edit permissions
. The Manage permissions
screen opens:
From this screen, you can manage the user's access to modules, channels and campaigns. For more information on these roles and permissions, click here.
Set system preferences
To set a user's system preferences, select
Set system preferences
. The System preferences
screen opens:
The system preferences can be changed by a System Administrator, or they can be changed by the user in order to manage their own system preferences.
Here you can select the language of the system from the following options:
And you can also determine what content the user sees on their dashboard. E.g. If you wanted the user to see all banking news from Africa etc.:
Select
Save
to save your changes.Set email preferences
To set a user's email preferences, navigate to
More actions
> Set email preferences
:
The
Email preferences
screen open:
The email preferences can be changed by a System Administrator, or they can be changed by the user to manage their own email preferences.
Here, you can select the frequency that you wish the user to receive emails:
Additionally, you can either select which content that the user will specifically see (or let them choose this themselves) within the
Metadata
section:
Depending on the metadata selected, the user will receive email alerts with content related to that metadata.
Finally, you can set a user's preferences per module. Navigate to the module section:
Each module available to you will be listed. You can select to either
Include
that module in your email preferences, or add Custom
preferences to that module:
If you have selected
Custom
, an edit
button displays:
Click to display the email preferences for that module:
You can set the email preferences for this module. This allows you to override the overall email preferences for a specific module, and receive custom alert emails for a specific module.
Select
Save
to save all of your changes.Send an invitation
You can send an invitation to a user at any time - if they are a new or existing user. Navigate to
More actions
> Send invitation
:
The
Send invitation
screen opens:
There is a default
Email subject
and Email body
, but these can be edited and changed. Additionally, you can choose whether to send the invitation now, or schedule the invitation for a future date and time.Select
Send
to send the invitationReset password
To send a user an email to reset their password, navigate to
More actions
> Reset password
:
Select
Reset password
to send a reset password link via email to the user. The following message will display if the message has been sent successfully:
The message is a variation of the below, with custom images displayed (if they are enabled):
Change domain
To change a user domain, navigate to
More actions
> Change domain
: 
If a user's domain is changed to a domain that belongs to another organisation, that user will be moved to that organisation.
The
Change domain
screen will be displayed:
Search in the field for an existing domain, or add a new domain:
Select
Next
. The Confirm
screen opens:
Select
Move
to change the users' domain. You see a confirmation message if the move is successful.Archiving a domain
System and user administrators can archive a domain in Publisher. Once a domain is archived, a user with this domain remains active, but is unable to log into the system, or receive any emails etc.
note
Please note that in linked instances, the same applies for access to Publisher
To archive a domain, from within the organisation details, select
More actions
on the domain you want to archive:
Select
Archive domain
. The domain will now be archived. The archived domain will still show in the list, but with an Archived
label next to it.To reactivate a domain, select
More actions
on an archived domain:
Select
Make active
. This reactivates the domain.note
Please note that Publisher does not support the 'Pending' archive status found in Collaborate. This means the domain is seen as active in Collaborate until it is fully archived.
Add to group
To manage the group that a user belongs to, navigate to
More actions
Add to group: 
The
Add user to groups
screen opens:
If the list is long, you can filter it with the search field, or scroll down on the page.
Select the check boxes next to the groups where you want to add the user, and select
Add
. Once the users are successfully added, the following message will be displayed:
Revoke system admin
To revoke a user's system admin status, navigate to
More actions
> Revoke system admin
:
If you select
Revoke system admin
, the user's System admin status is revoked. To reinstate the user's System admin status, click Make system admin
in the More actions
menu:
Make key contact
To make a user a key contact, navigate to
More actions
> Make key contact
:
Once the user is successfully set as a key contact, the following message is displayed:
To revoke a user's key contact status, select
Revoke key contact
in the More actions
menu:
Disable
To disable a user, navigate to
More actions
> Disable
:
The user is now unable to log in or use their account.
To re-activate a user, select
Activate
in More actions
:
Additionally, the user's status changes depending on whether they are disabled or active.
Archive
To archive a user, navigate to
More actions
> Archive
:
This archives the user and changes their status to archived.
To re-activate a user, select
Activate
in the More actions
menu, as shown above.Proxy login
The Proxy login option enables you to view the system through the eyes of a specific user, you see what they can see, and you can also perform actions as they would.
To proxy login as another user, navigate to
More actions
> Proxy login
: