Functions and Features of the Users Page

Organisation Admins can view information for all users on the Users page of the Portal.  They can also invite new users to create a Portal account and make changes to certain notifications and document settings.

To go to the Users page, click the Contacts Icon  on the toolbar then select 'Users'.

The Portal uses defining attributes called metadata and system APIs to enable search, allowing Organisation Admins to filter users in numerous ways using the Search Bar and app-specific options for information filtering like Roles, Sub Roles and Statuses.

Using search parameters or filters to retrieve results is a much more direct and rapid approach to finding information for users over other methods like browsing.

 

Contents

• Information on the Users Page
• Search Bar
• Role Filters
• Status Filters
• Sub Role Filter
• Plan Number Filters
• Bulk Update
• Bulk Invite
• Settings

 

Information on the Users Page 

On the Users page, Organisation Admins can view information for all users of the platform, including stakeholders and Strata employees. 



Each user's Name, Email and Role will be listed along with whether they are an Invoice Approver.

If the user is an Invoice Approver, the Plan Numbers of buildings which they are approvers for will be listed in the column.

Click the Plan Number of any pending invoice to view it on the Building Profile.

Various document permissions appear in the next column like whether the user can view all documents, delete a document, delete an invoice, manage Invoice Extraction, override an invoice and view all invoices. 

The user's last sign-in date will be listed under 'Last login'.

The 'Status' column will show whether a user is 'Active', 'Invited', 'Imported', 'Not Imported' or 'Deactivated' in the Portal.

For more information, please see Add Building Rules on the Building Settings Page, Upload Documents to the Building Settings Page and Building Rules for Invoice and Document Management.

 

Search Bar

Organisation Admins can use the Search Bar to find pertinent information for users:

• Search by Name to view a specific user
• Search by Email to view a specific user

For example, enter 'Admin' to view all users with 'Admin' in their name.

Role Filters

With Role Filters, Organisation Admins can filter users by their role in the Organisation. Click any role to view all users of that role type.

 

Status Filters 

Status Filters allow Organisation Admins to view all of the users with a particular status.

Status Filters default to 'All', which shows all users, including those that are 'Imported', 'Invited', 'Active', 'Deactivated' and 'Not Imported'. 

Select any status from the menu for a filtered view of users with that status.

 

Imported

Click 'Imported' to view all users that were imported from Strata Master to the Portal. If a user was imported from Strata Master, but hasn't yet created a Portal account, there will be an 'Invite' link in the 'Status' column.

Select 'Invite' to send an email invitation to the user. The status will change from 'Imported' to 'Invited'.

 

Invited

The date that the email invitation was sent will be logged under the status so that if a user doesn't immediately sign up for the Portal, an Organisation Admin can reinvite them to do so by clicking the 'Reinvite' link.

To view all users that have been invited to use the Portal, including those that haven't signed in, select 'Invited' from the 'Status' menu.




Not Imported

To view all users that have recently been added to Strata Master and haven't yet been imported to the Portal, select 'Not Imported'. It takes 48 hours for the contact information to sync to the Users page.

 

Active

Select 'Active' to view all users that are actively using the Portal.



The last sign-in date will be listed under the status.

 

Deactivated

If the user's account needs to be deactivated for some reason, click the 'Deactivate' link.

When the pop-up appears, click 'Confirm'. The user's account will then be deactivated.

The status will update to reflect that the account is 'Deactivated'.

The user's account can be reinstated by clicking the 'Reinstate' link.



For more information, please see Send an Email Invitation to New Users and Functions and Features of the Contacts Page.

 

Sub Role Filter

With the Sub Role Filter, Organisation Admins can view all users that are Invoice Approvers.



For more information, please see Download Files from the Document Management System and Edit Documents and Invoices in the Document Management System.

 

Plan Number Filters

Organisation Admins can enter any Plan Number in the Plan Number Filter to instantly view users associated with a building.

If a few numbers are entered, all Plan Numbers and addresses that contain those numbers will be listed on the drop-down. Click any Plan to view users that approve invoices for the Plan or are Owners or Committee Members for the Plan.

 

Bulk Update

Bulk Update allows Organisation Admins to update user permissions in bulk. Select users by clicking the check box in the column to the left of each user's name whose permissions should be bulk updated then click 'Bulk Update'.

When the 'Edit User Permissions' window opens, the email for each user will be listed under 'Selected Users'.

Any changes made to permissions will be applied to all selected users. Make sure to click 'Save' or the permissions will not be updated.

Different user permissions are discussed in more detail under the 'Settings' section of this article.

 

Bulk Invite

Bulk Invite allows Organisation Admins to invite users to use the Portal in bulk. Select users by clicking the check box in the column to the left of each user's name then click 'Bulk Invite'.

When the 'Bulk Invite' window opens, select an automated email invite from the 'Email Automation' menu. 



Under 'Email', the email of each user will be listed. Check that the emails are correct. An Alternative Email can be entered for a user if they use a different account for access (for example, work vs. personal accounts).

Under 'Organisation', the Strata Organisation of each user will be listed. If the information is incorrect, select the correct organisation from the drop-down menu.

When all of the information has been verified, click 'Send'.

For more information, please see Send, Create or Update Automated Emails and Letters.

 

Settings

Organisation Admins can update certain account settings for a user by clicking the three dots on the right of the row then selecting an option from the menu.

Note: The first two options will appear on the menu for users of any status, but 'Reset Password' will only appear for 'Active' users


Digest Settings

To change whether the user should receive a Notifications Summary email, select 'Edit Email Digest Setting'. The 'Edit Email Digest Setting' window will open.



If the user hasn't customised this setting, 'Not Set' will be selected.

If the user receives Notification Summary emails, 'Enabled' will be selected.

If the user has opted out of Notification Summary emails, 'Disabled' will be selected.

Select a new option then click 'Save' to implement the change.

For more information, please see Change Notifications Settings.

 

User Permissions

To change permissions for a user, click 'Edit User Permissions'. The 'Edit User Permission' window will open.

The user's email will appear under 'Selected Users'.

 

User Permissions

Organisation Admins can grant permission to invite owner and committee member contacts to the portal with the 'Invite contacts' permission.

 

Document Permissions

The 'Delete document' permission may be granted to allow the user to delete documents from the Document Management System (DMS). 

The 'Edit document' permission may be granted to allow the user to edit documents in the Document DMS. 

The 'View all documents' permission may be granted to allow the user to view all documents for their buildings in the DMS. If this permission is not granted, they'll only have access to documents that have been shared with them.

 

Invoice Permissions

The 'Delete invoice' permission may be granted to allow the user to delete invoices from the DMS. 

The 'Edit invoice' permission may be granted to allow the user to edit invoices in the Document DMS. 

The 'View all invoices' permission may be granted to allow the user to view all invoices for their buildings in the DMS. If this permission is not granted, they'll only have access to invoices that have been shared with them.

'Override Invoice' will be selected if the user has permission to override and approve invoices.

If the user has been granted permission to manage invoices where an extraction has failed or been skipped, the check box next to 'Manage Invoice Extraction' will be selected.

 

If they don't have the permissions, the check boxes will be cleared.

Organisation Admins can make changes by clicking or clearing any check box for a permission. Then make sure to click 'Save'. 

 

For more information, see Update Permissions for Building Contacts, Functions and Features of the Contacts Page and Functions and Features of the Building Profile.

 

Organisation Admins should contact us with any further questions regarding this process.