Organization Deployment Guide for Antidote Web

Deployment Guide / Step 2 — Creating Accounts

Step 2 — Creating Accounts

Roles

When you can create accounts, you can assign three roles to your new users:

  • Administrator
  • Technician
  • User (basic)

Tip — User is the recommended role to assign to those you only wish to grant access to Antidote Web.

Note — A user’s role and their access to Antidote Web are independent of each other. You can create users of all roles without giving them access to Antidote Web.

Privileges

Please see the table below to choose and assign the appropriate role.

Privileges Administrator Technician User (basic)
Create and manage administrator accounts
Create and manage technician accounts
Create and manage user accounts
Grant access to Antidote Web
Access documentation
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Creating accounts

You can create accounts in the following three ways:

  • Manual creation — This option allows you to add accounts on an individual basis. Enter a user’s first name, last name and email address.
  • Creation by invitation — This option allows you to add multiple accounts using users’ email addresses. It’s the best way to create a dozen or so accounts in one shot. The invitation messages will be sent immediately.
  • Creation by import — This option allows you to add accounts by importing a list, thus allowing you to easily create a large number of accounts. Sending the invitation email requires an additional step.

Manual creation

You can add an account with the following steps:

  1. Open the Users tab (A) in your organization’s Client Portal.
  2. Click on the Add users button (B).
  3. Select Create a new user from the drop-down menu.
  4. Fill out the form.
  5. Check the box if you wish to send an invitation immediately.
  6. Click on Add.

Note — The Role menu will be greyed out for technicians, since they can only create regular user accounts.

Tip — The optional field Account ID allows you to link an ID of your choosing to the account, such as a permanent code or an employee number.

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Creation by invitation

You can add one or more accounts in one shot with users’ emails. Those invited will fill in the missing information themselves. To do so, take the following steps:

  1. Open the Users tab (A) in your organization’s Client Portal.
  2. Click on the Add users button (B).
  3. Select the Invite users by email option in the drop-down menu.
  4. Enter the email addresses of the people you wish to invite and separate them with commas.
  5. Select the options to assign users their role and link them to a subscription.
  6. Click on Invite. The invitation emails will then be sent automatically.

Note — The Role menu will be greyed out for technicians, since they can only create regular user accounts.

Tip — To create a large number of accounts by assigning an Account ID, we recommend that you use the import function.

Creation by import

Importing accounts allows the bulk creation of users from a list. This function can only be used by administrators and technicians. It is particularly useful for educational institutions that wish to provide hundreds of people with access to a product.

File templates

Begin by downloading the file templates in Excel or CSV format. These can also be accessed by clicking on Add users (B) and selecting Import a list. You can change the order of the columns, but the headers must not be modified: the system uses the name of each column to determine the type of content in its cells. The import file must contain the following headers:

Here is some information on filling in the file:

  • Account ID (optional) — An account ID can only be assigned to an account for an organization. It must consist of alphanumeric characters. You can use it to link a unique identifier to the account such as a permanent code or employee number.
  • First Name — This field must consist of alphanumeric characters (50 maximum).
  • Last Name — This field must consist of alphanumeric characters (50 maximum).
  • Email — This field must consist of alphanumeric characters (100 maximum) in the format of a valid email address.
  • Antidote Web — This field is used to grant access to a subscription using one of the following values:
Subscription Value to enter
Antidote Web — English english
Antidote Web — French french
Antidote Web — Bilingual bilingual

If the cell is left empty or contains an invalid value, the account will be created without access to Antidote Web.

  • Language — This field is used to set a user’s language of correspondence. To enter a language, use the value “en” for English or “fr” for French. If the cell is left empty, the language chosen by the person responsible for the organization will be set by default.
  • Role — This field is used to indicate which of the three roles a user is assigned. It contains one of the following values: “administrator”, “technician” or “user”. If the cell is left empty, the default value “user” will be assigned.
  • Remove? and Delete? — These fields are used to edit the list of users as part of an update by import. Leave these cells empty or enter “no” to create new users.

Importing a list

Once your import file is ready, follow the steps indicated below to upload your data using the Users tab (A) in your organization’s Client Portal.

  1. Click Add users (B).
  2. Select Import a list from the drop-down menu.
  3. Click Choose a file and select your list.
  4. Click Process the data to begin importing.

You will receive an automatic email informing you of the outcome of the import operation once the data has been processed. If the list is very short, your report may be accessible directly in the interface within a few seconds. Once the import is finished, you can proceed to the next step of sending invitation.