This article provides step by step instructions on how to manually edit user information in a project. Whether you need to update a user's details, manage their account status, reset their survey or add metadata, this article will walk you through the process.
In Edit User mode, you can make the following edits numbered below and as shown in the screen-capture:
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User Properties: This table will allow you to
modify a user's First Name, Last Name, Username, Email Address
and User Status. When editing the a user's Username or User Status,
the following notes should be kept in mind.
- Username: It is not recommended to edit a user's Username during an In-Progress project. If the username exists elsewhere in the system, you will not be able to edit the username. To change a username, it is best to create a new user account with the correct username first, enroll it in the appropriate courses and then unenroll the account with the incorrect username from all their courses.
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User Status: This field will allow you to Enable,
Disable or Lock the
user's account and each action will result in the following:
- Enabled User status is the default and allows the user to access CES.
- Disabled User status will disable the user’s account for ALL roles. The user will not be able to access CES.
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Locked User status will
disable the user’s account for ALL roles.
The user will not be able to access CES.
NOTE:
For security purposes, if a user enters their password wrong several times, the user will become Locked in the system and can only be unlocked by CES Administrator.
Note: Disable User and Locked User are functionally the same: the user cannot access CES. The two statuses are to give options to differentiate different reasons for restricting access. For example, you might wish to disable a user who has left permanently and lock users who are gone for a temporary amount of time like a sabbatical.
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Login as this User - You can log in as the user to view their CES account and surveys as they would see it. To learn more about how to login as the user see the following short video guide:
- Reset Email Login Link: If a user accidentally shares an email communication that contains their user specific Login URL, you can reset their Login URL by selecting Reset Email Login Link. The previous Login URL will immediately be disabled, and a new one will be issued, which you can then be emailed to the user directly.
- Email User: To conveniently email a specific user, select Email User. After selecting this option, a pop-up window will appear where you can configure your email. You can utilize placeholders, such as the "Passwordless Login URL" placeholder, to email the user their specific login URL. For more details on placeholders that can be added to emails, visit Setup Email Communications.
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Unenroll: To unenroll a user from a specific
course within the project, click on Unenroll
within the Student/Instructor column of the "Enrolled Courses"
table. When unenrolling a user, it is important to keep
the following points in mind:
- Unenrolling Students: Unenrolling students within an In-Progress project who have already submitted responses, will remove any of the student's responses from results!
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Unenrolling Instructors: Unenrolling
instructors within an In-Progress project
that are enrolled in a team-taught course, when team-taught
questions are enabled on the survey, will result in a
loss of data for that instructor's team-taught question
results!
Note: Unenrolling users from an In Progress or Ended project may result in a loss of data/results. For more information on this action see How to Unenroll Users from a Project.
- Add Courses: To enroll users in other courses within the project, click on the +Add Courses text above the "Enrolled Courses" table. After clicking on this option, a pop-up window will appear where you can use the fields in the "Search" table to find the course you would like to enroll the user in. One the course has been found, you may enroll them by clicking "Enroll" in the "Enroll" column for the corresponding column. A menu will appear where you can select the role (Student, Instructor, or Teaching Assistant) that you would like to enroll the user as for the course.
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Reset Respondent Survey: While in
Edit User mode, you can reset or re-open a student/respondent's
response for a particular course. To access this feature, select
the Reset option in the "Respondent" column
of the "Enrolled Courses" table for the desired course. This
action will trigger a pop-up window displaying the options ton
reset or re-open the survey response to help ensure accurate
data collection for the course.
- Re-open: This action will re-open the survey for the student for a specific course, which will make the survey active again for the student/respondent, without losing their previous submissions. Use this option if the student needs to make minor changes. If the survey is still active for the course, Re-open will be the default option.
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Reset: This action will reset the survey for the student for a specific course, which will delete their responses for all questions to the course. Use this option if the student needs to re-take the entire survey. If the survey access period has ended for the course, Reset will be the default option. The following is a video guide on how to reset a student's response:
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Optional Metadata: Metadata can be manually
added to the users while in Edit User mode, allowing you to filter
for the user by the added Metadata in Raw Data Reports or in
Report Builder 2.0.
To begin adding Metadata for a user:
- Navigate to the Optional Metadata table.
- Click +Add Optional Metadata.
- Enter the name of the metadata.
- Enter the value of the metadata.
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Click Save.
Once created, you can click on the pencil icon within the "Edit" column of the Optional Metadata table to edit the Metadata for any revisions or select the "x" icon within the "Delete" column instead to delete the Metadata. To learn more about Metadata, see Course and User Metadata Functionality.