An Intterra Administrator has access to the Settings tab Portal App and, therefore, the ability to add, update/edit, and delete users in Intterra. Admins can also assign users to different user roles, and can export a list of all users. The following sections will walk you through the necessary steps.
Included in this article:
- Add users
- How to add a single user
- How to add several users at one
- How to add a single user
- Update/edit a user
- Delete users
- User roles
- View and Manage Locked Accounts
- Export user list
- Bulk user edits
- Bulk user imports
Also, check out SA Launch Site_Admin Notes.pdf
There are two options for admins to add users:
- Manually add a single user.
- Send out a special URL (as a QR
Code or bit.ly, if you like) where a
larger number of users can be invited
to set up their own account.
Additionally, the Intterra Account Manager can add do a bulk upload of users.
To add a single new user:
Within Settings, ensure you are in the Users section (in blue on the left). Click New. Both options require that the added user verify their email address; tell your new users to keep an eye out for an email from Intterra Communications in order to complete their account setup.
Complete the required fields, noted with a blue asterisk.
- Name: This will be displayed at the top of the user's system, site.
- Username: This must be a continuous
set of characters (no spaces). TIP: Choose the same username as
the new user's email address (for example,
with the email address
email@example.com, the username
could be user.123).
- Email: The new user's email
- Group: The internal Intterra account name assigned to your agency. Use the dropdown to select.
- Optional fields:
- Phone: Phone number.
- Org. Role/Title: For larger
accounts, such as state accounts,
this could be used for each user's
- Temporary checkbox: This
can be used for someone who will
not be with your organization
permanently. If you select
this box, you can easily find
accounts that you would like to
export or delete.
- Roles: Choose a listed role
for the new user, or leave it
blank for the Default role.
- Phone: Phone number.
To add several new users at one time using a URL/bit.ly/QR Code:
Within Settings, ensure you are in the Groups section (in blue on the left). (Remember, newly added users will have to verify their email addresses; tell your new users to keep an eye out for an email from Intterra Communications in order to complete their account setup.)
Select your Group. Either:
- Right-click on the row and select Details, or
- Click on the Actions button and, from the dropdown, select Details.
At the bottom of the Group Details pane, click the Actions button, and then choose New Account Url (similar to the steps above). Copy the URL for inclusion in your dissemination method of choice (email, QR Code, etc.)
Update/Edit a User
As an Intterra Administrator, you can update nearly all of a user's information. The only exceptions include the username and email address (because those are the unique identifiers and keys for the user record).
Within Settings, ensure you are in the Users section (in blue on the left). Use the search bar to locate the user (by their name, username, group, role, etc. according to the syntax indicated in the search box prompt).
Once the user is found, click on Actions and then Details (alternately, you can right-click on the row with the user's name and then select Details).
Make the necessary updates, and don't forget to click Save.
To delete a user, follow the steps from Update a User (above) to navigate to the user's details.
At the bottom of the user's profile, select Actions and then Delete.
NOTE: From a database perspective:
- Users get logically deleted if
they have never logged in and they
were created more than 365 days
ago. (The user's access is
- They are physically deleted
after another 365 days. In between
that time period, an admin can
resurrect the account; contact firstname.lastname@example.org if
you feel you have several users
with this status.
- These time periods can be adjusted for your system.
All users have specific roles (such as "ProjectTeam," "ViewOnly," "Collector," etc.).
Roles are used to group data, tools, and workspaces into specific packages for classes of users – allowing System Administrators to coordinate access to specific features and data. Roles dictate what a user can see and do in each workspace.
To assign a role to a new user (or update the role of an existing user):
- Follow the steps to Add a User
or Update a User (above).
- Before tapping the Save button, decide the user's functional role. Typically, the options under Roles include:
- Select no role; this
gives the user the
Default role (as
indicated in the Group
Details, initially set
to All Capabilities in
the account, such as
map editing and access
to all tools in your
- Select a listed role;
this has the impact
of limiting what
that user can do in
system. NOTE: Assign no
more than one
- Select no role; this gives the user the Default role (as indicated in the Group Details, initially set to All Capabilities in the account, such as map editing and access to all tools in your agency's Intterra system).
NOTE: Contact your Intterra Account Manager to assign an Admin role.
View and Manage Locked
Client administrators can see which user accounts are 'Locked' both in the Settings dashboard and in the user export. This enhancement provides those with Admin privileges an additional tool for supporting and managing users.
TIP: To view and export a list of locked accounts, type "locked: yes" into the search box.
Two situations will produce a locked = 'yes' for users:
- Newly added users who have
not yet validated their
account. The 'locked'
users have an Intterra
system account validation
email that they have not
- An existing user who has
been locked due to a
password problem. Six
failed login attempts will
lock the account.
As of May 2020, administrators can unlock users or reset the password for locked accounts.
- In the Settings Page,
'locked' user to
which you want to
- Click on Actions.
- Click on Details.
- At the bottom of the
details page, select Actions
- Select either:
- Unlock User to
account. The is
no change to the
notification to the
user. This is option
is helpful for users
who don't have access
to email and know
- Reset Password to reset the users
is the same as the
user clicking on recover
the login page. They
will receive an email
with a link to recover
their account. They
will need to click on
Recover Account and
select a new
Export User List
To export a list of users, visit Settings and ensure you are in the Users section (in blue on the left). You can sort the list before or after the export process.
If you want to reduce the exported list to users who, for example, are within a certain role, use the search bar (example: "role: ViewOnly").
Check the top-most selection box to select all users in your chosen list or pick and choose which names you would like to export. Select Export from the Actions
dropdown menu. The CSV file will export to your computer's Downloads folder.
Bulk User Edits
You can make bulk changes to a user’s phone, organization/title, temporary flag, and role.
- Select all the users to which
you want to apply the bulk
- Click on Actions.
- Click on Details.
Bulk User Imports
Your Intterra Account Manager can do a bulk import of a list of users. This method can be a good practice if you have a large number of users to add and you want to avoid the password confirmation process for each user - i.e., accounts assigned to apparatus where several users may access the same device. It's especially useful when you have a common admin email address for all accounts.
You will be required to provide a spreadsheet with the following (see below).
- Name (i.e., John Doe (BLM))
- Username (i.e.n john.doe) - Password Requirements: Must be a new password. Must be at least six characters total. Must include at least one uppercase letter, one lowercase letter, and one number.
- Optional: Password (recommended for
usernames that will be assigned to an
apparatus, rather than for individual
- Email address
- Group Name (provided by Intterra)
- Optional: Phone
- Optional: Title
- Is temporary? True or False
Click users_template.csv to download. Fill out the spreadsheet with the required information, save it as an Excel Workbook, and return that file to your Account Manager.
- It's important to have Usernames that will be unique
to all Intterra users. Duplicates
are not allowed. Your Account
Manager can provide guidance.
- The bulk upload process will notify
the Account Manager that there was an
issue, but it doesn't identify
specific users that failed to
load. Reconciling can be
tedious, which is why we request that
the file you provide be an Excel
Workbook (it's much easier to edit
than a CSV file, for example).
- Imported users will be assigned the default role for the client.
In most cases, this role has full access
to view and edit. Client Admins can
make a bulk edit or change to roles
(see the Bulk User Edits section above),
but it's an important consideration.
- Users are not required to validate their
account as with all other methods for