Admins can manage users and contacts in the People tab.
Features listed in this article:
The People tab
Select the People tab to view your Ziflow users and contacts, add new contacts, and manage users/guests.
-
Contact filters - Use the pre-built filters to display different types of contacts (FAQ: What is the difference between a user and guest?).
-
Groups - Create groups of team members with predefined roles (view, comment, decision) to accelerate the feedback process. See creating and managing groups.
-
Custom people filter - Search through your contacts list using two filters (role and status).
-
Contact search - Search with a name, email, or company name.
-
Contact list - Display contacts according to selected filter search results.
-
Invite new contact - Use to add new contacts to Ziflow. See inviting new contacts.
Changing user roles
To change a user role, select the Options menu (three dots) and choose Open details. Select the desired role(s) and select Save. For a list of all default roles and permissions, see Ziflow Roles and Permissions.
Read more about the differences between different types of contacts.
Delete or deactivate users
Deleting a user removes them from your Ziflow account. Deactivating a user disables their access without removing them from your account.
Delete a user
Select the Options menu (three dots) and choose Delete contact. Choose to whom the user's items (proofs, flows & folders) should be transferred.
After user deletion, the reviewer's data, such as comments and decisions, will remain in the system intact. Deleted users will still be able to view shared proofs but only through links in Ziflow notifications.
Deactivate a user
Toggle the green Active switch to Inactive. Inactive users will not have Ziflow access until you reinstate them. They can still open proofs, but only through links in Ziflow notifications.
Change user details
To view or manage user details, select the Options menu (three dots) and choose Open details.
| User name |
1 - First and last name - contact's first and last name can be updated at any time. |
| Convert a user |
2 - Options menu >Convert a user to a lite user (Enterprise only) See Lite Users. |
| User role |
3 - Add or remove user roles |
| Active/Inactive |
4 - See Deactivate a user |
| Company |
5 - Company - company name can be changed at any time. |
| Phone number |
6 - Phone number - contact phone number can be updated at any time. |
| Time Zone |
7 - The user's time zone is automatically taken from their browser settings, but can be adjusted manually if needed. |
| Language |
8 - Language - Displays the user's Ziflow interface language. Read more about localization in Ziflow. Users can set their own language preferences. |
| Proof permissions |
9 - Proof permissions - Choose the default permissions. Each time a reviewer is added to a proof, these settings will be applied to a workflow. Permissions can be overwritten during proof creation if needed. |
| Notification preference |
10 - Notification - Choose the default notification preference. Each time a reviewer is added to the proof, this setting will be applied to a workflow. Notification preferences can be overwritten during proof creation if needed. |
| User groups |
11 - Groups - Add or remove a user from a group or remove from all groups at once. See Creating and Managing Groups. |
| Remove a user from proofs |
Proofs tab 13 - Remove from all proofs - Removes a user from all shared proofs. This option does not remove owners from their proofs. |
| Reminder |
14 - Remind on late proofs - send a reminder notifying about all late proofs. |
| Sync |
15 - Reload proof statistics |
Unlock locked users
If a user gets locked due to many failed login attempts, Ziflow admins can unlock them by clicking on the LOCKED label. Read more about the lockout settings.
Filter contacts
Use custom contact filters to search through your contacts using two different criteria: role and status. It's a quick way of finding a specific group of contacts if you have a long list of people added to your Ziflow account.
To filter contacts click on a Filter button above the contacts list, choose a role and/or status you are looking for, and press Done.
Export contacts to a CSV file
Export your contacts to a CSV file to analyze data related to your people list or pull a list of specific contacts from your account.
Open the People tab and select the pre-built filters tab that allows switching between different types of contacts. In the example below, I wanted to export a full list of users from my account.
Select the Export current view to CSV button in the dashboard's upper right corner.
This will generate a CSV export file which should be available for download anytime. Click on the pop-up message with a direct download link to get the file.
You'll also receive the same CSV file with exported contact in your mail inbox. Click on a download link in the email to download the file.
Currently, the exported file contains the following contact details:
|
First name |
Last name |
|
Company name |
Groups |
Status |
Roles |
Comments
0 comments
Please sign in to leave a comment.