Creating and managing users - Received Digital

The members of your organization gain access to Received Digital when they are added as users. This guide explains how create, edit, and inactivate users.

User fields

Below is a list of the fields associated with a user for your reference when creating and editing users. Fields marked with * are required:

First Name *: The first name of the user
Last Name *: The last name of the user
Email Address *: The user’s email address that will be used for logging in and receiving notifications
User ID: The User ID is a unique identifier for the user. If left blank, it will be generated automatically and will match the user’s email address. It is also used by Auto-Assign to properly assign items when no recipient name is identified on the item. In this case, Auto-Assign will check if any user’s User ID is contained within the recipient address of the item. If it is, the item may be able to be automatically assigned or may require confirmation.
Phone: If a user is a recipient and would like to enable SMS notifications, a phone number must be added. Users can add a phone number themselves at any time after being created.
Roles: Roles determine what users can see and do in Received Digital. Specifically, each role has it’s own section in the left menu.
- Admin: Users with the Admin role have access to the Administration section, where you can create and manage users, Automations, Locations, Routes, and other company-wide settings.
- Mailroom: Users with the Mailroom role have access to the Mailroom section, where you can receive and manage items.
- Recipient: Users with the Recipient role have access to the Inbox section, where you can view and manage the items you’ve received. In order for received items to be assigned to a user, the user must have the Recipient role.
Location: Locations are used to assist mailrooms that deliver items to recipients.
Supervisor: When you want to escalate items that haven’t been addressed by the recipient to a superior, you can set up escalation and assign Supervisors to users.
Assistants: Assistants can be set when you want to give other users access to the items the user receives as well as the ability to action them. Users can set their own Assistants at any time after being created.

Creating users

There are two ways you can create users:

Create users one at a time from the Create User page
Create users in bulk with a user upload file

Creating users one at a time

To create users one at a time from the Create User page …

Under the the Administration section in the left menu, click Users.
Click New User in the top right.
Populate the fields with the user’s information. Refer to the user fields section above for more information.
1. On the left, you have the option to add a profile image for the user and choose whether or not the user will receive a welcome email upon creation.
2. On the right, enter the recipient’s information.
3. Finally, you can choose to assign a Supervisor and add Assistants for the user.
Click Save Changes.

Creating users in bulk

To create users in bulk with a user upload file …

Under the the Administration section in the left menu, click Users.
Click the upload icon at the top right of the table.
On the Upload File step, upload a CSV file that contains at least the following data for each user you wish to create: First Name, Last Name, and Email. For an example of all available columns with proper formatting, click the Download Sample File button. Your column headers are not required to match the sample. Refer to the user fields section above for more information on the available fields.

Note Roles cannot be specified within your upload file. All users will be added with a single role of Recipient by default.

On the Assign Columns step, map the appropriate column headers to the columns in your file. Unmapped columns will not be used.
On the Configure Preferences step, you can choose whether or not the new users will receive a welcome email upon creation under the Welcome Email section.
On the Review step, review the users that will be created and click Upload Users.

Editing users

There are two ways you can edit users:

Edit users one at a time from the Edit User page
Edit users in bulk with a user upload file

Editing users one at a time

To edit users one at a time from the Edit User page …

Under the Administration section in the left menu, click Users.
In the table, find the user you would like to edit, and click the three dots
In the table, find the user you’d like to edit, and click the three dots next to that user. Select Edit.
Edit the fields you’d like to change.

Note A user's email address cannot be changed once created. If a user was created with the wrong email address, a new user should be created and the old one should be inactivated.

Click Save Changes.

Editing users in bulk

To edit users in bulk with a user upload file …

Under the the Administration section in the left menu, click Users.
Click the upload icon at the top right of the table.
On the Upload File step, upload a CSV file that contains the email of each user you’d like to edit as well as any data you’d like to change.
On the Assign Columns step, map the appropriate column headers to the columns in your file. Unmapped columns will not be used.
On the Configure Preferences step, there are a couple of settings you can control to change the behavior of the upload:
1. Under the User Inactivation section, choose how you want to treat users that aren’t included in your upload file.
2. Under the User Updates section, select the fields you’d like updated for existing users. Only the fields you select here will be updated when you complete the upload.
On the Review step, review your changes and click Upload Users.

Inactivating users

If a member of your organization leaves or needs to be removed from Received Digital for any reason, you can inactivate the user. When inactivated, the user will no longer be able to log in to Received Digital.

There are two ways you can inactivate users:

Inactivate users one at a time from the Edit User page
Inactivate users in bulk with a user upload file

Inactivating users one at a time

To inactivate users one at a time from the Edit User page …

Under the the Administration section in the left menu, click Users.
In the table, find the user you’d like to inactivate, and click the three dots next to that user. Select Inactivate.
In the dialog that appears, confirm you want to inactivate the user by clicking Inactivate. The user will lose access to Received Digital immediately.

Inactivating users in bulk

To inactivate users in bulk with a user upload file …

Under the the Administration section in the left menu, click Users.
Click the upload icon at the top right of the table.
On the Upload File step, upload a CSV file that contains the emails of the users you’d like to keep, leaving out the users you’d like to inactivate. The Email column is the only one that is required for this operation.
On the Assign Columns step, map the appropriate column headers to the columns in your file. Unmapped columns will not be used.
On the Configure Preferences step, adjust the settings under the User Inactivation section:
1. The first switch should be toggled on to ensure users that aren’t included in your file are inactivated.
2. The second switch can be toggled on if you’d like to clear the User ID for users that are inactivated. This is helpful if you want to reuse an old user’s User ID, since this value has to be unique.
On the Review step, review your changes and click Upload Users.