User accounts

Important: Complete functions related to Users in Medallia Admin Suite, as described in User management. User screens will be removed from Setup as Admin Suite functionality expands.
User accounts define who can access Medallia applications and what permissions they have while using the system. Users can also be Units when they interact directly with customers and the company wants to survey  customer interactions with the users. You can create and manage user accounts as described in User management.

Every person that logs in to the Medallia system should have their own personal user account. For example, a retail store location should avoid having one user account for all employees in the store. Password maintenance is difficult to monitor and usage tracking is less useful at a store-level compared to the employee level.

Important: User accounts should be created and updated automatically with the Auto Importer. Use the manual account editor for exceptions, troubleshooting, and correcting sign-in issues.

Every account belongs to one or more Roles that define general capabilities and access permissions for a set of users. Identify the users roles when creating or updating the account. You can see all the users that belong to a role on the on the Roles screen as described in Role management.

Some user accounts are also user-administrators that can create and manage other user accounts. The User Capabilities screen grants capabilities and permissions to individual user accounts, thereby making them user-administrators.

These topics describe various aspects of creating and managing user accounts:

  • Users screen manage user accounts. User-administrators use this screen to manually create and modify accounts, including assigning roles and permissions, changing details about the user, activating and blocking the account, issuing a new password, and more.
    Note: When a user is deleted, it cannot be recovered; however, that username can be reused for another account.

  • Users admin is an advanced version of the Users screen. This screen is available to internal and system administrators, but generally not available to basic user-administrators.

  • User Capabilities grant access to actions and functional areas of the Medallia system. Use this screen to grant specific capabilities and permissions to individual user accounts.

    Important: Capabilities should be assigned to Roles, though in special cases they can be assigned to specific accounts (not best practice) on this screen.

  • The Roles screen reports which user accounts belong to each role.

  • User edit roles defines the scope of accounts a user-administrators may access.

  • User Emails screen manages custom Templates to use when sending new and reset password emails. When there are no custom templates defined on this screen, the system uses default templates.

  • Logon Restrictions provide additional security in that they require the user to access the Medallia system from a specific Internet location. Users that attempt to access the system from another location are rejected, even when they have the correct account credentials.

  • Users Preferences sets a user's default values for report filters. These are the values that will be shown after a user signs-in to the application. Some of the filters on this screen apply to all reports, while others apply to specific reports.

  • Troubleshooting sign-ins gives steps for assisting users with sign in problems. 

  • Bulk email passwords sends password-reset emails to one or more users.