AI generated recap of webinar transcript
Recap of Managing Admin Tasks in GEMS Webinar
Introduction to Webinar: Instructor introduced the webinar stating that it has been designed for admin users who have the highest level of access in the system, allowing them to make significant changes that affect all users.
User Profile and Preferences: Instructor demonstrated how admin users can access and edit user profile information, including user preferences such as date format and name display. She emphasized the importance of customizing these settings for users in different locations.
Accessing User Profiles: Instructor showed how to access user profiles by clicking on the user profile icon in the top right corner and navigating to the details section.
Editing Preferences: Instructor explained how to edit user preferences, such as changing the date format and name display, to accommodate users in different locations. This helps users view information in a format that makes sense to them.
Practical Examples: Instructor provided examples of why customizing user preferences is important, such as users in different countries needing different date formats and companies with similar legal names needing clear identification methods.
Filtering and Exporting User Information: Instructor explained how to filter and export user information in gems. She showed how to search for users by location, status, and user type, and how to export the filtered list to an Excel spreadsheet.
Filtering Users: Instructor demonstrated how to filter users by various criteria such as location, status, and user type using the headers in the user list columns.
Exporting Data: Instructor explained the process of exporting filtered user lists to an Excel spreadsheet, allowing further manipulation and analysis of the data.
Adding a New User: Instructor walked through the process of adding a new user in gems, including setting the username, user type, and inheriting settings from another user. She also discussed the importance of providing an email address for password communication.
Creating Usernames: Instructor explained that usernames can be anything, but using email addresses is common for ease of remembering. She demonstrated by creating a username using the first and last name of a new user.
Setting User Types: Instructor described the difference between browse users, who can only view and export data, and edit users, who can make changes in the system. She emphasized the importance of selecting the correct user type based on the user's role.
Inheriting Settings: Instructor highlighted the importance of inheriting settings from a user with similar access needs, using the example of inheriting settings from a UK user for another UK user. She cautioned against inheriting settings from oneself to avoid giving unintended admin access.
Email Communication: Instructor stressed the necessity of providing an email address for new users to receive their temporary password and other communications from gems.
Enabling and Disabling User Accounts: Instructor explained the process of enabling and disabling user accounts, including the reasons for temporarily disabling an account, such as freeing up licenses or preparing for a user's future start date.
Enabling Accounts: Instructor described the process of enabling a new user account, which involves sending a temporary password to the user's email and requiring the user to change it upon first login.
Disabling Accounts: Instructor explained that disabling accounts can free up licenses for other users and is useful for temporary situations like secondments or maternity leave. Disabled accounts do not consume licenses.
Re-enabling Accounts: Instructor demonstrated how to re-enable a disabled account by unticking the 'account disabled' box and sending the user their temporary password.
Managing User Roles and Access: Instructor discussed how to manage user roles and access levels, including inheriting settings from other users and modifying user roles. She also explained the importance of not deleting users to maintain the audit trail.
Modifying User Roles: Instructor showed how to change user roles and access levels, emphasizing the importance of assigning appropriate roles based on the user's responsibilities.
Inheriting Settings: Instructor reiterated the process of inheriting settings from another user and how to modify user roles if the inherited settings are not appropriate.
Maintaining Audit Trail: Instructor emphasized the importance of not deleting users to preserve the audit trail, which tracks all changes made in the system. Instead, users should be disabled if they are no longer active.
Viewing Licenses and Audit Trail: Instructor showed how to view the number of licenses available and the audit trail in gems. She emphasized the importance of monitoring licenses and using the audit trail to track changes made in the system.
Viewing Licenses: Instructor demonstrated how to view the number of licenses used and available in the system, highlighting the importance of managing licenses effectively.
Using Audit Trail: Instructor explained how to access and use the audit trail to monitor all changes made in the system, including user actions and modifications.
Advanced Search and Filtering in Audit Trail: Instructor demonstrated how to create an advanced search in the audit trail to filter specific actions, such as adding new users. She also showed how to export the filtered results to an Excel spreadsheet.
Creating Advanced Searches: Instructor showed how to create advanced searches in the audit trail to filter specific actions, such as adding new users, by setting criteria and using the search function.
Exporting Audit Data: Instructor demonstrated how to export the results of advanced searches in the audit trail to an Excel spreadsheet for further analysis.