Whether you’re a first-time canvasser or an experienced field director in OpenField, we all start as Users. You can set up custom access across your organization by creating Users and managing their Permissions.
Jump to:
- What is a User?
- How to Add a User
- Finding and Editing a User
- Deactivating, Quarantining, and Deleting Users
What is a User?
User profiles contain typical account information, such as Email, Name, Languages, Pronouns, Password, etc. They also contain Permissions that control various access and features for specific Users and some Analytics information if the User has done any canvassing.
💡Please click HERE to access our Analytics article for more information on what canvassing data is viewable on the User profile.
How to Add a User
Navigating to the User Page
✏️ Please Note: Click on our Burger Bar menu in the top left corner of your browser's menu to reveal a sidebar.
To access the page, tap the menu icon and select Users. On this page, you'll see an Add User button and a list of all the Users in your OpenField Garden. You can also search for specific Users and use filters to refine the results.
Adding a User
Click on Add User.
You’ll be taken to the Add User screen.
Please fill out the required fields to create the User. You’ll also be asked to provide a password and confirm the password. This password and the User’s email will be how they log into OpenField.
✏️ Please Note: If an additional pronoun option or language is needed, click the plus sign next to the field to create a new option. This can be useful when the User’s pronouns are unknown or they use multiple pronouns. Ex. unknown/unknown/unknown or she/they/them.
User Permissions
The Active toggle will start in the Enabled position. This will allow your Users to access the canvassing and phonebanking sections of the app.
To set Admin Level Permissions for the User, click the dropdown box next to Admin Level and choose the appropriate Permission Level. See the chart below for what each Admin Level Permission has access to.
| User’s Access | Admin 1 | Admin 2 | Superadmin |
| Importer | ✔ | ✔ | |
| Exporter | ✔ | ||
| Users | Can create same or lower level Users | Can create same or lower level Users | ✔ |
| Lists | Read-only | ✔ | ✔ |
| My Searches | ✔ | ✔ | |
| Create a Search | ✔ | ✔ | |
| Scripts | Read-only | ✔ | ✔ |
| Voter Registration | ✔ | ✔ | |
| Integrations | ✔ | ✔ | |
| Analytics | ✔ | ✔ | ✔ |
| Conversation Codes | Read-only | ✔ | ✔ |
Read more about permissions within Campaigns here.
Please Note: After selecting an Admin level, an explanation of the permissions associated with that level will appear.
Once all the fields are filled out, click the Save button to create the User! The new User is all set to log in and start using OpenField!
✏️ Please Note: New Admin Level Users will receive an email from OpenField informing them that their account has been created.
Finding and Editing a User
Finding an Existing User
If you need to update an existing User’s email, password, permissions, etc., click the email link to the account you want to change from the User Admin page.
Use the search bar and filters or sort the columns on the page to find the User you’re looking for quickly.
The search bar can be used to search for names or email addresses.
There are filters for email, first and last name, languages spoken, whether or not the User has Admin access, and whether or not the User is Active.
Clicking on a column header will also sort that column alphabetically in ascending order. Clicking the up arrow next to the sorted column will sort it in descending order, and clicking the x next to the column will remove the sort order.
Editing a User
Click About at the top of the profile of the User you want to update. Update any necessary fields, such as first or last name, pronouns, or languages, then click Save. Your changes will be updated immediately.
Changing a User’s Password
To change a Password for an existing User, click Change Password.
Enter a new Password for the User, then click Change Password to save the changes.
Deactivating, Quarantining, and Deleting Users
There are several different ways to handle removing a User’s access to OpenField: deactivation, Quarantining, and deletion.
Deactivating a User is the best option when you want to retain that User’s data, such as when a canvass season has wrapped, and the staff and/or canvassers for that program should no longer have access to the application.
Quarantining will remove all of the User's Attempts and Contacts from your Analytics counts and Exports. This can be reversed and is the recommended method for controlling User activity while retaining their access to OpenField.
Deleting Users will also delete anything they have touched in the application, so we recommend only deleting Users who’ve been created in error. This cannot be reversed and should only be used as a last resort.
Deactivating Users
Deactivating a User will remove their access to OpenField. When they attempt to log in, they will see the same error message that someone without an account would see when trying to log in.
From the Users Admin page, click the link to the account you want to deactivate. Then, click About at the top of the User’s profile, and at the bottom of the page, set the Active toggle to Disabled. Then, click Save. That User is now inactive!
Quarantining Users
You can Quarantine a User when you want to pause their access instead of deleting their account entirely, such as in the case of bad actors or when needing to retrain a canvasser who is mismarking data, or if you want to train a new canvasser and check their info before committing it.
From the Users Admin page, click the link to the account you want to Quarantine. Then click About at the top of the User’s profile and click Quarantine User at the bottom of the page.
You’ll be prompted to confirm that you want to Quarantine the User.
Click Confirm to proceed.
✏️ Please Note: You can also choose to only Quarantine individual contacts recorded by a canvasser. Read more in our article on Reviewing your Analytics Data in OpenField HERE.
Restoring Quarantined Users
If a Quarantined User is determined to be trustworthy, you can reverse their Quarantined status. This will bring back all of this User's Attempts and Contacts to your Analytics counts and Exports.
From the Users Admin page, click the link to the account you want to restore. Then click About at the top of the User’s profile, and click Unquarantine User at the bottom of the page.
You’ll be prompted to confirm that you want to Unquarantine the User.
Click Confirm to proceed.
Deleting Users
Again, deleting Users will also delete anything they have touched in the application, so we recommend only deleting Users who’ve been created in error. This cannot be reversed and should only be used as a last resort.
Users can be deleted from your Garden individually or in bulk.
Deleting Users Individually
From the Users Admin page, click the link to the account you want to delete. Click About at the top of the User’s profile, then click Delete User at the bottom of the page.
You’ll be prompted to confirm the deletion. Click Confirm to proceed.
Deleting Users in Bulk
From the Users Admin page, click the checkboxes next to the User accounts you want to delete. From the Action dropdown, select Delete selected Users, then click Go.
You’ll be taken to a summary page showing what will be deleted. A reminder that every contact, list, etc., that a User has ever created will be included in the deletion. Consider Quarantining the User instead of deleting them unless this is the desired outcome.
Click Yes, I’m sure to confirm the deletion.
Have more questions? Email us at support@openfield.ai.
If you have feature requests or suggestions for how to improve OpenField, stop by our Product Suggestion & Feature Request page!
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