Drupal User Management

Drupal users need to be created for any person that you want to be able to access the site. This includes both members and scholars.

You can create a Drupal user for an existing CiviCRM contact or you can create the Drupal user which will also create the CiviCRM contact.

Creating Scholar and Member Users

1. Access the People page (formally called User Management) by selecting People from the black admin menu at the top of the page.

   

2. Click Add User at the top of the page.

   

3. Enter a Username – A unique email is recommended for usernames. The only special characters allowed are the at sign (@) and a period (.).

4. Enter the Email Address. A valid unique e-mail address is required. All e-mails from the system will be sent to this address. All users must have a valid unique email address.

   In order to connect users with their existing information in CiviCRM the email address used for the user must be the same email address they have in CiviCRM.

5. For the Password and Confirm Password fields, provide a temporary password for the new account. Users are not required to reset their password but it is highly recommended.

6. The user's Status indicates if the user is Blocked or Active. The default is Active. Only block a user if you want them to be completely restricted from logging into the site.

7. Select the appropriate roles for the new user. Members should get the General Member role, Scholars should get the Scholar role, and Board Members need the Board Member role. It is important not to assign additional roles to users who should not receive them.

   Admin roles will be covered further down in this document.

8. Notify user of new account – Select this option if you want the new user to receive an automated email regarding his/her new user account. Be sure to coordinate with your Chapter’s Scholars Chair or Membership Chair to determine if this is desired. They may prefer to send a personalized email containing a welcome message and login instructions.

9. Enter a First Name and Last Name of the new user. This will add or update the first and or last name in CiviCRM.

1. Enter any other CiviCRM fields appropriate for this user. The information you enter will add or replace information if the user has an existing CiviCRM account.

2. Select Can Access Financial Files if the user should be able to access financial documents for your Chapter.

3. You do not need to make changes to the Meta Tags section.

Editing a User

Once a user is created there may be times that you need to edit the user.

To edit a user go to the People page and find the user you want to edit. You can search by Username, Email, Active/Inactive status, and Role.

Click edit for the user you want to edit.

You can change any of the fields once you are on the Account Settings page.

Changing an Email Address

If you change a user's email address it will be changed for both the user account and their CiviCRM contact record.

Resetting a Password

Users should use the Forgot your password? options for resetting your password. If you need to reset the user's password you may do this. Please ask the user to reset their password after you have changed it.

Changing Roles

You may need to change role to mark someone as a Board Member or because they are a Scholar that becomes a General Member. As always grant permission with care.

The same goes for the Can Access Financial Files checkbox.

Changing CiviCRM Information

When you edit a user you will see tabs in the upper right of the screen. These tabs are the CiviCRM Profiles related to the user.

When you click on a given tab you will have the ability to edit this information. This information can also be edited in CiviCRM.

Creating an Admin User

Admin users have the ability to make changes to content, configuration, and access CiviCRM. It is critical to only give admin user access to those individuals who should have these privileges.

Site Admin

A Site Admin can edit content and use CiviCRM for their Chapter (domain). If a Site Admin has access to more than one domain then they will have the same permissions for each domain.

If a user has the Can Access Financial Files checkbox checked and has access to more than one domain then they will have access to the financial files to all domains they have access to.

System Admin

A System Admin has additional permissions for accessing the configuration of Drupal. Only another System Admin or Super Administrator can make another user System Admin.

Domains

Users will be automatically assigned to the Chapter (domain) they are created in.

Adding or Changing Assigned Domains

If a user needs to have access to more than one chapter than a System Admin needs to add this Domain using the checkboxes available when the user is edited. This would be used for adding an Atlanta user to the National domain.