User Management screen

The User Management screen lists all users you have permission to view.

To access the User Management screen and view and manage users, click and select User Management.

Use the options at the top of the screen to filter the list of users.

• Search searches the Email field, and the First Name and Last Name fields provided they have text input on the user profile.
• Status toggles between a display of users that are Active, Disabled, and Awaiting Activation. For a description of these statuses, see Available actions.
• Channel displays all channels you have permission to view. Scroll through the menu and select a specific channel to display its users.

• Email — (required) The user account email.
• First Name — The user's First Name if input for the user account. May be blank.
• Last Name — The user's Last Name if input for the user account. May be blank.
• Active — Indicates when the user's account status:
  • Active ()
  • Awaiting Activation ()
  • Inactive/Disabled ().
• Channel Role — User's role in the selected channel. Appears blank when no channel is selected.

Click any heading to sort the corresponding column alphabetically.

If you have access to more than 20 users, use the page numbers in the lower right of the screen to scroll through the list of users. Click a page number, or click < or > to select a different page.

Use the View menu to change the number users listed per page to 20, 40, or 60 users per page.

Available actions

Actions change the account status or allow you to change the account details. Actions include:

• Edit — Edit the user profile and add, edit, or delete user access to a channel. This is available for all user accounts regardless of status

These actions depend on the user account status:

• Active — User is currently active. Displayed when a user is able to access the platform via a password or SAML authentication. Click to extend the menu and select Disable user to deactivate the user. See the Important note below.
  Important: Medallia Video does not support user deletion. To keep a user from logging in to Video, deactivate the account by clicking their Active (green) button to Inactive (red). Customer Admins can only deactivate a user if they solely have access to channels in your Customer group. Channel Admins can only deactivate a user if they solely have access to channels you are Channel Admin of. If the user has access to additional channels that you are not Admin of, the platform does not deactivate the user and displays a message Failed to save change to active status of user. To manage or remove the channels a user has access to, see Managing a user profile.
• Awaiting Activation — The account exists but the user has not set a password to activate it. Click to extend the menu and select Resend registration email to resend the activation welcome email to prompt the user to create a password. This can be re-sent once every 24 hours.
  Restriction: Awaiting Activation is only available to Customer Admins.
• Disabled — User is currently inactive and cannot log in to the Video platform. Click to extend the menu and select Enable user to reactivate the user.

Creating a new user

These steps manually create a Video user account and should be used when the user solely needs access to Video.

To use SAML authentication to create accounts at your organization, contact your Medallia expert.

To create a new Video user account:

1. Click and select User Management to access the User Management screen.

2. Click Create New User Profile to open the Create User modal window. The Profile tab displays by default.

3. On the Profile tab, enter the user's email address.

4. (Optional, but recommended) Enter the user's first name and last name.

5. Use the toggles on the left side of the screen for programmatic account management. Your Medallia expert will communicate if required.

   • SAML User — Deactivated (grey) by default. When activated (purple), this toggle disables the user's ability to log in to Video with a username and password. Only use this when converting a pre-existing user account to an SSO or SAML-authenticated user account. Contact your Medallia expert for more information.

     Note: If a user is provisioned via SSO or SAML, the SAML User toggle on their user profile is automatically set to active.

   • Embed User — Deactivated (grey) by default. Only toggle to activate (purple) when creating a service user account. Contact your Medallia expert for more information.

6. Click the Permissions tab to add a channel to the user profile. An account must have at least one channel. Customer Admins can only view and add channels in their Customer group. Channel Admins can only view and add channels they are Channel Admin of.

   To add a channel:

   1. Click the Select A Channel To Add Permissions menu.

   2. Scroll to the channel name or type the channel name in the Search field.

   3. Click the channel name so it appears in the menu and click Add Channel.

   4. The Permissions table appears beneath the menu. Select the permissions for the user to have in the channel.

      1. By default, the user is given the Standard user role. Select the user role from the role menu. For more information, see Video user roles.

      2. Assign Add On user roles as needed.

         1. Click Select Add On Roles to open the Add On roles menu.

         2. Select the radio buttons for Mobile, Analytics, and/or Shared Content Viewer. If the user role is Pro or Channel Admin, you may select Shareable Links Creator. For more information, see Video user roles.

   5. (Optional) Add additional channels per the steps above.

7. Click Save. This automatically creates the user and sends them a welcome email. For more information, see Welcome email.

Managing a user profile

Manage a user's profile to assign access to additional channels, edit or remove existing channel permissions, and update user account information. Use this screen to view all channels a user has access to.

Adding additional channels

Editing existing permissions

For any channel listed on the Permissions tab, edit a specific channel permissions:

• Select an alternative user role from the role menu.
• Select or deselect the radio buttons for Mobile, Analytics, Shared Content Viewer, and/or Shareable Links Creator. For more information, see Video user roles.
• Remove the user's access to a channel. Click Remove followed by Delete to confirm.
• Suspend the user's access to a channel. Click Suspend. Role suspension preserves the role settings for the channel but removes the user's access to it.
• Reactivate the user's access to a channel. Click Unsuspend.

Click Save to save changes to the user profile.

Removing a user's access to a channel is analogous to deleting it for the user. If you are a Customer Admin or Channel Admin with a user that only has access to channels which you directly manage and they have left your program or your company, use the Remove functionality and their access will be entirely revoked.

Suspend a user's access if they currently do not require access to the channel but may need it in the future, so the channel and role settings will not need to manually be re-added. Additionally, if a user has left your program but may be back in the future, you can suspend their access and reactivate them when they return.

These account properties are on the Profile tab:

• First Name — Input or edit text.
• Last Name — Input or edit text.
• SAML User — Toggle to activate (purple) to disable the user's ability to log in to with a username and password. Only use when converting a pre-existing user account to an SSO or SAML-authenticated user account. Contact your Medallia expert for more information.

These account properties are on Permissions tab:

• User Default channel — Every Medallia Video user has a Default channel. This is the channel that loads after login. By default, the Default channel is the first channel a user is given access to. Edit the default channel by selecting one from the User Default Channel menu.
• Remove All Permissions — Click Remove All Permissions to remove all channel permissions for a user. After all existing permissions are removed, add at least one new channel to save the user.
• Suspend All Channels — Click and select Suspend All Channels. Suspend the user's access to all channels in all the Customer groups you have access to.

Cancel Changes — Click Cancel Change to exit the Edit User modal window without saving. The user profile maintains all permissions last saved.