Manually Edit User Information

Access Edit User Mode

To begin editing a user's information in a project, you must first access Edit User mode. Follow the steps outlined below to access this mode for a user in a project: 

1. When logged into Course Evaluations & Surveys (CES), navigate to "Surveys & Projects" from your Navigation Bar and select "Projects." 
2. Locate the project where the user you wish to edit is located by using the fields within the "Search Projects" table (e.g. Name, Status, Type, etc.). Once the project is found, click on the project's name or the pencil icon in the "Edit" column of the "Projects" table to go to the project. 
   
   

   Note: If a user is involved in a General Survey type project that has been made available to the public, the user's information cannot be edited. For more information this type of project, refer to How to Create a General Survey Project.

3. Within the project, go to the "Users" tab. 
4. In the "Users" tab, search for the user using the "Search" table by their First Name, Last Name, Username, etc. Once located, click on the user's name or the pencil icon in the "Edit" column of the "Users - (Project Name)" table to enter Edit User mode. 

Once you've accessed Edit User mode, you're able to make any of the edits outlined in the next section. 

Edit User Mode

1. User Properties: This table will allow you to modify a user's First Name, Last Name, Username, Password, 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.
   • 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.
     • Locked User status will disable the user’s account for ALL roles.  The user will not be able to access CES.
       
       

       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.

2. 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: 
   
   
   
   
3. 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.
   
   
4. 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 "Login URL" placeholder, to email the user their login URL. For more details on placeholders that can be added to emails, visit Setup Email Communications. 
   
   
5. 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!
   • 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.

     
     
     
     
6. 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. 
   
   
7. 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.
   • 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:
     
     

                

     
     
8. 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.
   • 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.