{"id":20418,"date":"2022-03-25T13:45:54","date_gmt":"2022-03-25T12:45:54","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-portal\/administrators-guide\/users\/"},"modified":"2025-07-04T10:32:37","modified_gmt":"2025-07-04T08:32:37","slug":"users","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/users\/","title":{"rendered":"Users"},"content":{"rendered":"<div id=\"main-content\" class=\"wiki-content group\">\n<style type=\"text\/css\"><![CDATA[\/*<![CDATA[*\/\ndiv.rbtoc1648215954616 {padding: 0px;}\ndiv.rbtoc1648215954616 ul {list-style: none;margin-left: 0px;}\ndiv.rbtoc1648215954616 li {margin-left: 0px;padding-left: 0px;}\n\n\/*]]]]><![CDATA[>*\/]]><\/style>\n<div class=\"toc-macro rbtoc1648215954616\">\n<ul class=\"toc-indentation\">\n<li><a href=\"#Utilisateurs-Ajoutd'unutilisateur\">Adding a user<\/a><\/li>\n<li><a href=\"#Utilisateurs-Demanderunchangementdemotdepassed'unutilisateur\">Request a user&#8217;s password change<\/a><\/li>\n<li><a href=\"#Utilisateurs-Modifierlespr%C3%A9f%C3%A9rencesd'unutilisateur\">Change a user&#8217;s preferences<\/a><\/li>\n<li><a href=\"#Utilisateurs-D%C3%A9sactiverunutilisateur\">Deactivate a user<\/a><\/li>\n<li><a href=\"#Utilisateurs-Gelerunutilisateurexterne\">Freeze an external user  <\/a><\/li>\n<li><a href=\"#Utilisateurs-Int%C3%A9grationd'utilisateurs%C3%A0partird'unesourceLDAP\">Onboarding users from an LDAP source  <\/a><\/li>\n<li><a href=\"#Utilisateurs-Importationd'unfichierenformatCSV\">Importing a file in CSV format<\/a><\/li>\n<\/ul>\n<\/div>\n<p>The Administrator can:<\/p>\n<ul style=\"list-style-type: square;\">\n<li>add<\/li>\n<li>Edit users.<\/li>\n<\/ul>\n<p>This function is essential because it allows each person to be given the following:<\/p>\n<ul style=\"list-style-type: square;\">\n<li>a user account,<\/li>\n<li>a password<\/li>\n<li>Manage document access rights<\/li>\n<\/ul>\n<p><br class=\"atl-forced-newline\">Click on &#8220;<strong>Users&#8221;,<\/strong> from<strong> &#8220;Administration&#8221; &#8220;Users&#8221;<\/strong><\/p>\n<p><br class=\"atl-forced-newline\"><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356315-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356315-translated.jpg\"> <br class=\"atl-forced-newline\"><br class=\"atl-forced-newline\"><\/p>\n<h1 id=\"Utilisateurs-Ajoutd'unutilisateur\">Adding a user<\/h1>\n<p><br class=\"atl-forced-newline\">Click on the &#8220;<strong>Add User<\/strong>&#8221; icon.<\/p>\n<p><br class=\"atl-forced-newline\"><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356316-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356316-translated.jpg\"><\/p>\n<p>There are two ways to add a new user:<\/p>\n<ul>\n<li>The new user&#8217;s email address is known: fill in the required fields and click on &#8221; <strong>Save<\/strong> &#8220;.<\/li>\n<li>The new user&#8217;s email address is not known: uncheck the box (Use the email address as your username), fill in the username that will be used to generate a unique username in the database.<\/li>\n<\/ul>\n<p><br class=\"atl-forced-newline\"><strong>Note: If the new user&#8217;s password is not specified by the administrator, the new user will be assigned a default password (<em>init<\/em>).<\/strong> <strong><\/strong><\/p>\n<p><br class=\"atl-forced-newline\">In both cases, the user receives an email notification like the one below:<\/p>\n<p><br class=\"atl-forced-newline\"><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356345-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356345-translated.jpg\"><\/p>\n<p><img decoding=\"async\" class=\"emoticon emoticon-information\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\" data-emoticon-name=\"information\">  The password reset link in the account creation email is valid for 48 hours.<\/p>\n<h1 id=\"Utilisateurs-Demanderunchangementdemotdepassed'unutilisateur\">Request a user&#8217;s password change<\/h1>\n<p><br class=\"atl-forced-newline\">Ability to ask the user to change their password the next time they log in.<\/p>\n<p><strong>  1. Click<strong> Edit<\/strong><\/strong><\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356317-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356317-translated.jpg\"><\/p>\n<p><strong>  2. The window will appear, check the box &#8220;Request a password change the next time the user logs in&#8221; and then click on &#8220;Save&#8221;.<\/strong><\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356321-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356321-translated.jpg\"><\/p>\n<p>The administrator can also ask the user to change their password the next time they log in from the Administration\/Users interface.<\/p>\n<ul>\n<li>By clicking <strong>Actions on the selection<\/strong><\/li>\n<li><strong>Click Request a password change the next time the user logs in<\/strong><\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356326-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356326-translated.jpg\"><\/p>\n<p><strong>  3. A confirmation message indicates that the information is updated successfully.<\/strong><\/p>\n<p><strong>  4. Then log in as a User, then fill in the username\/password, before clicking on &#8220;Save&#8221;<\/strong><\/p>\n<p><strong><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356322-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356322-translated.jpg\"><\/strong><\/p>\n<p><strong>  5 . A confirmation message will then be displayed when logging in: &#8220;Password changed successfully&#8221;<\/strong><\/p>\n<p><strong> <\/strong><\/p>\n<h1 id=\"Utilisateurs-Modifierlespr\u00e9f\u00e9rencesd'unutilisateur\">Change a user&#8217;s preferences<\/h1>\n<p>The user can change their preferences by clicking on &#8220;<strong>Preferences<\/strong>&#8220;.<\/p>\n<p><br class=\"atl-forced-newline\"><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356323-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356323-translated.jpg\"><\/p>\n<p>Change preferences and then click &#8220;<strong>Save Configuration<\/strong>&#8221; to save the change.<\/p>\n<p>The confirmation message appears &#8220;Preferences updated successfully&#8221;<\/p>\n<p><strong><span style=\"text-decoration: underline;\">Note <\/span><\/strong>:<\/p>\n<p>If the user ticks the email notification, they will receive email notifications for the folders they have subscribed to.<\/p>\n<p>To do this, it is imperative that the settings for sending emails by the <strong><em>SMTP<\/em><\/strong> server are configured from the administration interface.<\/p>\n<h1 id=\"Utilisateurs-D\u00e9sactiverunutilisateur\">Deactivate a user<\/h1>\n<p>To deactivate a user, use the context menu from the list of users.<\/p>\n<ul>\n<li>Click <strong>Deactivate User<\/strong><\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356324-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356324-translated.jpg\"><\/p>\n<p>A deactivated user no longer counts towards the number of users available in your license. It can be reactivated at any time.<\/p>\n<p>To activate the user:<\/p>\n<ul>\n<li>Select User<\/li>\n<li>Click on Actions on the selection<\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356325-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356325-translated.jpg\"><\/p>\n<p><img decoding=\"async\" class=\"emoticon emoticon-warning\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/warning.png\" alt=\"(warning)\" data-emoticon-name=\"warning\"> Open Bee\u2122 Portal does not allow you to delete a user; This is placed at the end of the list to facilitate navigation. This functional choice makes it possible to keep a history of all the actions carried out by all users of the system.<\/p>\n<h1 id=\"Utilisateurs-Gelerunutilisateurexterne\">Freeze an external user<\/h1>\n<p>To freeze a user, use the context menu from the list of users.<br \/>\nThis status is only available to external users. It allows you to no longer count the user from the number of users available in the license. A frozen user can therefore log in to their account and consult the documents in their personal space. However, it is no longer possible for them or any other user to add documents to their space.<\/p>\n<p>This feature is used in the context of the distribution of electronic payslips (BPE), in order to allow employees who have left the company to continue to consult the BPE, without being counted as an active employee of the company from the point of view of the Open Bee\u2122 Portal license.<\/p>\n<h1 id=\"Utilisateurs-Int\u00e9grationd'utilisateurs\u00e0partird'unesourceLDAP\">Onboarding users from an LDAP source<\/h1>\n<p><a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/onboarding-users-and-groups-from-an-active-directory\/\">Onboarding Groups Users from an LDAP Source<\/a><\/p>\n<h1 id=\"Utilisateurs-Importationd'unfichierenformatCSV\">Importing a file in CSV format<\/h1>\n<p><br class=\"atl-forced-newline\">This feature allows you to create multiple users in a CSV file and then import it.<\/p>\n<p>Users will be registered automatically once the import is complete.<br \/>\nTo import a file in CSV format, simply click on &#8220;<strong>CSV<\/strong>&#8221;<\/p>\n<p><br class=\"atl-forced-newline\"><strong>Example of a requested CSV file:<\/strong><\/p>\n<p><span style=\"color: #365f91;\"><strong>Username<\/strong><\/span> <span style=\"color: #365f91;\"><strong>&#8211; Full name<\/strong><\/span> &#8211; <span style=\"color: #365f91;\"><strong>Email &#8211; Phone &#8211; Password<\/strong><\/span><\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/173408678-translated.png\" width=\"500\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/173408678-translated.png\"><\/p>\n<p><strong><a href=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/244449281.csv\">Download a sample file<\/a> : <a href=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/244449281.csv\">utilisateurs.csv<\/a><\/strong><\/p>\n<p><br class=\"atl-forced-newline\">Save your document by selecting CSV for the file type:<br \/>\n<img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/173408677-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/173408677-translated.png\"><\/p>\n<p>From the &#8220;<strong>Users<\/strong>&#8221; menu, select &#8220;Import&#8221; and <strong>&#8220;<\/strong><strong>CSV<\/strong>&#8220;.<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356327-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356327-translated.jpg\"><\/p>\n<p>Upload the CSV file from the &#8220;<strong>Browse<\/strong>&#8221; button<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356328-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356328-translated.jpg\"><\/p>\n<p>Select the checkbox if the document contains a header, and then select the separator from the drop-down menu.<\/p>\n<p>Click &#8220;<strong>Import<\/strong>&#8220;.<\/p>\n<p>Once the operation is complete, the confirmation message appears &#8220;<strong>Import from CSV File successfuly done<\/strong>&#8221;<\/p>\n<p><br class=\"atl-forced-newline\">Users will be added automatically in the &#8220;<strong>Users<\/strong>&#8221; section.<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Adding a user Request a user&#8217;s password change Change a user&#8217;s preferences Deactivate a user Freeze an external user Onboarding users from an LDAP source Importing a file in CSV format The Administrator can: add Edit users. This function is essential because it allows each person to be given the following: a user account, a [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":20157,"menu_order":8,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-20418","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20418","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=20418"}],"version-history":[{"count":8,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20418\/revisions"}],"predecessor-version":[{"id":24650,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20418\/revisions\/24650"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20157"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20418"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}