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Managing users
Adding a new user
1 Click New User on the Custodian Directory Search form.
2 Complete the Custodian User Information form.
 Editing user information
1 Find the desired user and double-click the name or click Edit User on the Custodian Directory Search form.
2 Make the desired changes to the Custodian User Information form.
Sending an invitation
Once a user has been created, you can send them an invitation using the Custodian account. Also, if an invited user has not yet accepted an invitation to Open Text Social Workplace, you can send the invitation again.
 CautionInvitations should always be sent to a user's user name on Open Text Social Workplace if one exists. If you send an invitation to an existing user's email address and they accept your invitation, the system will create a new account for them with limited permissions.
To send an invitation:
1 Find the desired user and double-click the name or click Edit User on the Custodian Directory Search form.
2 Click Send invitation on the Custodian User Information form.
3 Click Send.
An email will be sent to them with an invitation and login credentials. They will then be prompted to log in and change their login information.
 NoteEach invitation sent generates a new login ticket or password, so it is best to only send one invitation per user. Further, once a new invitation is sent, the previous message becomes invalid.
Resetting a password
If a user forgets their password or can no longer log into their account, you can set a new password for them, and/or send them an email with the new credentials.
To set a new password:
1 Find the desired user and double-click the name or click Edit User on the Custodian Directory Search form.
2 Click Set new password on the Custodian User Information form.
A new password is automatically generated.
To send a user the new password, click Send new password on the Custodian User Information form. An email will be sent to them with a new, machine-generated password. They will then be prompted to log in and change their password.
Suspending an account
If a user leaves the company, you can suspend their account to protect your company information. This prevents users from logging in, but does not delete the account.
NoteOnly the administrator can delete the account.
To suspend an account:
1 Find the desired user and double-click the name or click Edit User on the Custodian Directory Search form.
2 Click Suspend account on the Custodian User Information form.
Unsuspending an account
If you wish to reinstate an account, you can unsuspend it.
NoteUnsuspending an account automatically makes that user a remote user. You will need to upgrade them to a regular user manually if this is the status you wish to give them.
To unsuspend an account:
1 Find the desired user and double-click the name or click Edit User on the Custodian Directory Search form.
2 Click Unsuspend account on the Custodian User Information form.
3 Set the Class to Regular or Remote as appropriate.
Viewing profile information
Every user should have a user profile. This is what people see when they view each other's user information.
To view somebody's profile information:
1 Find the desired user and double-click the name or click Edit User on the Custodian Directory Search form.
2 Click Open Profile.
NoteThis profile cannot be edited by the Custodian.
Viewing information
Use the bottom pane to view information found on the user's Open Text Social Workplace home page, including:
• communities on the Desktop
• communities on Open Text Social Workplace
• communities owned by this user
• people who are following this user
• pulse statements this user has posted
• items this user has flagged.
To view information:
1 Find the desired user on the Custodian Directory Search form.
2 Click Edit user.
3 Select the appropriate view.
Removing communities from a user's home page
To delete communities on a user's Desktop:
1 Find the desired user on the Custodian Directory Search form.
2 Click Edit user.
3 Select Show All Communities (communities on the home page) or Show My Communities (communities this user owns).
4 Select the checkboxes associated with the items to delete.
5 Click Delete Community.
Deleting followers from a user
To stop people from following a user:
1 Find the desired user on the Custodian Directory Search form.
2 Click Edit user.
3 Select Show My People.
4 Select the checkboxes associated with the items to delete.
5 Click Delete My People.
Deleting Pulse entries
To delete Pulse entries made by a user:
1 Find the desired user on the Custodian Directory Search form.
2 Click Edit user.
3 Select Show Pulse.
4 Select the checkboxes associated with the items to delete.
5 Click Delete Pulse Item(s).
Deleting flagged items
To delete items from a user's home page that have been flagged by the user:
1 Find the desired user on the Custodian Directory Search form.
2 Click Edit user.
3 Select Flag Items.
4 Select the checkboxes associated with the items to delete.
5 Click Delete Flag Item(s).
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