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Team, users, groups and guests | User management

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Damian Roller
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You can use your app as a "prototype" for your own utilization, or share it with work colleagues, customers, or friends.

User administration with Open as App allows you to decide which users are allowed to use certain apps. This gives you full control over your data, as you always have the ability to remove entire groups or individual users from permanently accessing your app.

In this article, you'll learn about user management in Open as App.

User management in Open as App

Definitions: Team, Member, Group, Guest

In this article, you will get the basic knowledge about how to make your app available to other people. The advantage over sending an Excel spreadsheet or static PDF file via e-mail is clearly in the flexibility, actuality, usability, and the continuous access control over your own data.

User administration is managed in the "Team Admin" area of the portal » www.openasapp.net/portal#!/teams/admin

Team

In the hierarchy, the "team" is at the top. Typically, the "team" is your entire company, managed by an administrator. Only one team can be created per account.

user-administration-openasapp-1.png

Team member person

A "member" is an internal user within your organization that is granted access to selected apps. Members are automatically part of the entire "team" and can use apps shared with the "team".

In addition, you can assign members to groups to grant access to apps that are only available to specific groups.

You have the option to invite new members via e-mail to your team - and thus to Open as App. For companies, we offer an import function that allows you to roll out Open as App very easily in your company. (See Article: "Import users".)

Group people

You can organize invited team members in different groups. For example, in "Management" and "Sales" groups. There are different members in each group, but the assignment of a member to several groups is possible.

This way, you can not only share your app to individual members, but to a particular group of people, such as salespeople. If an employee changes the department, simply move him or her into the new “Management” group, depriving him of the access to the “Sales” app and giving him access to the “Management” apps - with just a few clicks through group administration.

Guest share

If you want some people to have only access to a specific app, you can simply invite them as guests. Guests will not become team members and will not have access to apps shared with the entire team. Guests can also not be organized in groups. Guests can access multiple apps and are billed in the same way as team members. Guests must explicitly accept invitations to each app, whereas "Team Members" only have to do this once for the team invitation.

Team information

User administration begins with the creation of a team, which by default is named after your account.
To change the name of your team, proceed as follows:

  1. Go to the "Users" area.
  2. In the "Team Info" menu item you can find basic information and can change the team name.
  3. Save the changes by clicking on the icon at the top right.

You can invite members to this team and arrange them into groups. The team name appears, for example, in the e-mail with the invitation or on the member's terminal.

  • The team name should be chosen so that invited users can "identify" it. As a rule, the company name is entered.
  • In addition to the team name, the invited person can also see the e-mail address of the admins.
  • The team name can be changed at any time by the admin.

Invite people as team members

Team members are invited by email in the "Users" view.

  1. Go to the "Users" area.
  2. Click the "Add" button.
  3. Enter the email address of the person you want to invite to your team.
  4. Select "Team member" in the User Type drop-down.
    invite-member.png
  5. Click the "Invite" button to send the invitation.
  • The email address of the person you invited, shows you information on whether the invitation has already been accepted or is still "pending".
  • You can resubmit the invitation to the user via the "arrow" icon, if he has not accepted your invitation for an extended period of time. send
    Please also point out to the the person that the invitation might be in his or her "Spam" folder.
  • By clicking on the trash can icon by the respective persons email address, you can withdraw the sent invitations. The person will then be unable to accept the invitation and will not be added to your team. delete

In addition to the possibility described here to invite individual persons to your team, we also offer an import of entire user lists. For more information, see the article "Import users".

Create and manage groups

With "Groups" you have the possibility to divide your team members into smaller units and thus manage even more comfortable the rights of use on your apps. Each of your team members can be added to multiple groups.

  1. Go to the "Users" area.
  2. Navigate to the “Groups” view.
  3. Enter a group name.
  4. Click on the "Add Group" button.

The group is created immediately, and you can add team members directly to this group.

Add members to the group

Through the "Edit Group" pop-up window, you can add individual team members to this group.

  1. Go to the "Users" area.
  2. Navigate to the “Groups” view.
  3. Select the respective group.
  4. In the left area ("Users not in-group"), select the user that you want to add to the group.
    All members of the group are listed on the right.
  5. Confirm your selection by clicking on "Save".
  • To remove a user from a group, select the user you want to remove from the group in the right area ("Users in group") by clicking on the “x”.
  • Click on the trash can to delete a group. delete
  • The group name can be changed at any time in the group editor by clicking on the group your want to edit.
  • Only existing and approaching team members can be added to groups. Adding guests to groups is not possible.

Invite and manage guests

Guests are neither team members, nor can they be organized in groups. Please note that guests are billed as "internal users" and, depending on the package, can not be added in unlimited numbers.

How many people you can invite with your subscription as a whole can be found in your user account overview in the portal: https://www.openasapp.net/portal#!/dashboard.

To invite guests to an app, proceed as follows:

  1. Go to the "Users" area.
  2. Navigate to the “Guests” view.
  3. Enter the e-mail address of the person you want to invite.
  4. Select the app (also several are possible), to which you want to invite the person.
  5. Click the “Invite Guest” button to send the invitation.

Remove Guests

All guests who are invited are listed in the "Guests" view.

  1. To remove a guest, click the trash can icon next to the respective person. delete
  2. Confirm with "Yes".

Manage guests

To manage a guest, first, open the "Manage Guest" pop-up window. (Click on the respective guest.)
Here you can perform the following actions:

  1. Give him additional rights on one of the apps provided to him (see article "Corporate App Release Process").
  2. Re-send the invitation to an app (if not already accepted).
  3. Remove him form an App

Save the changes by clicking the "Done" button.

Manage access rights for apps and hubs

Newly created apps are published by default in the "prototype" mode and are only visible to you personally.

As an app creator, you are by default the "Administrator" and can decide which members, guests, or groups can access this app.

  1. Open the app you want to share in the portal (App Dashboard).
  2. Navigate to the "Share" menu item in the app admin menu (left).
  3. Select the "Private" mode.
  4. Add the desired groups, members of your team, or guests to the app from the left area.
    To do so simply click on the desired entry.
  5. Save the changes with "Save" in the top menu bar.

To share an app with all the team members, click "your team name (whole team)" under "Groups" in the left area.

Note: Please note that the privacy settings of a hub are not inherited automatically to the apps it contains. This allows a hub to be shared with "Group A" and "Group B", but individual apps from the hub can remain visible only for "Group A" if this is selected in the app privacy settings. For more information, see this article: https://support.openasapp.net/hc/en-us/articles/208362809-App-does-not-appear-in-Team-HUB

Accept invitations

Users who are invited to a team will receive an e-mail with a link to accept the invitation. Additionally to the e-mail invitation, an app notification is also sent to the invited user if he already uses Open as App.

Accept the first team invitation

It is important that the first team invitation received by a user is accepted via the e-mail link. If the invited user does not already have an Open as App account, he can register directly for free and verify his account.

To accept a team invitation, proceed as follows:

  1. Open the e-mail.
  2. Click on the "View Invitation" button.
  3. You will be redirected to the Open as App website for further information on the team.
  4. On the website, click "Accept invitation" to access the apps provided to this team.

mceclip1.png

 

A detailed description of how new users can accept team invitations to Open as App can be found in this article: https://support.openasapp.net/hc/en-us/articles/210133565-Accept-first-team-invitation-New-Users.

Accept further team invitations

Subsequent invitations can be accepted directly from the Open as App app.

  1. Log in to the “Open as App” app.
  2. Open the left menu.
  3. Click on invitations.
  4. Click on "Accept".

Teameinladung über die App annehmen

For more information on how to receive team invitations directly from the Open as App app, please see this article: https://support.openasapp.net/hc/de/articles/209431129.

Leave a team

An overview of all memberships can be found in the Open as App app in Settings. All the teams in which you are a member are listed.

  1. Open the left menu in the app.
  2. Navigate to the settings (Click on your e-mail address).
  3. Click the "Leave" button on the team you want to exit from.

Team verlassen

Extended User management

If you are using an Enterprise license, the roles that are available to you as administrator for your users are extended by two additional roles, the Team admin and the Creator. In the separate article "Extended User management" you will find a description of the additional possibilities that this gives you.

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