System Administrators or Category Owners will decide which users should be added to Onflo, and which permissions and topics are appropriate for each team member based on their roles in the district.
Adding Users
Adding users to support your Topics can be completed either one-by-one or by uploading a spreadsheet of multiple district team members at once.
Add a User Individually
- On the left hand side of your screen, click Settings.
- Scroll down to User Management
- Click Add > New User
- Complete the required fields for the new user.
- You may assign the user to a Topic by selecting the relevant check box(es). Select the key icon to further identify the user as the owner of the Topic. You may also assign the User to a User Group.
- Determine if you'd like to send an activation email and password to the new user, or you can choose to activate the user without sending an email. Or you may choose not to activate the user at this time.
- Note: If the district uses Single Sign On, do not send an activation email.
Importing Users
- From the User Management page, click the Import User button.
- Download the User Template.
- User lists need to be in a .xls or .xlsx file format.
- Using the User Template as a guide, enter each user's name, email, title, role, User Group, Topic, and Topic ownership by column. Multiple Topic ownerships listed for a single user should be separated by a semicolon (;) within the same column.
- Once complete, upload your Excel file and click Next.
- The Import User Summary will let you know how many users were uploaded, if there are any duplicates, and users with blank values in their entries.
- If you’re satisified with your Import User Summary, click Upload to upload the user list to Onflo.
- Save your changes in the top right-hand corner.
- Note: users uploaded in bulk are not sent activation emails.
Activation Emails
When adding a user to Onflo (formerly Let's Talk), a System Administrator can control when that user receives an email with their username and password. This allows System Administrators to control when new users begin to access their Onflo accounts.
To send an activation email immediately upon adding a user, a System Administrator may fill out the user’s information and ensure Send activation email is selected.
On the User Management page under the Last Login column any user who has not activated their Onflo account is noted with a red exclamation mark icon with the option for the System Administrator to resend the activation email.
To send or resend one or more users an activation email with a username and password, follow these steps:
- Click the blue box next to the user(s) name.
- Click More Options.
- Click Send Activation Email.
- Confirm the choice by clicking Okay.
Activating Users with Two-Factor Authentication
When Two-Factor Authentication (2FA) is enabled, System Administrators can manually activate users. Once enabled, on a user's first login attempt, Onflo will email the user a code, which they must enter before access is granted. This is a security measure to ensure the appropriate person is activating the account.
To enable 2FA, from the User Management page click User Activation and toggle Enable Two-Factor Authentication (2FA) on. Once enabled, follow these steps to activate users:
- Access Settings > User Management.
- Select any inactive users (indicated by the gray checkbox under the Last Login column) via the checkbox, then select More Options > Activate User.
- Choose the user's login type:
- If your district uses Single Sign-On (SSO), leave the toggle off, as the user's SSO credentials will serve as their Onflo credentials.
- If your district does not use SSO, turn the toggle on, and a password creation email will be sent to the user upon activation.
Editing User Information
- Select the user or group of users you would like to edit.
- Click the Edit User button, make any necessary changes within the User Information window, and click Save.
- If an email address is edited, an email will be sent to both the former and updated email addresses informing the user that their email address has been changed. The user will be required to log into Onflo and create a new password.
Permission Levels
Onflo has been designed to maximize collaboration across teams typically found within a school system. User permissions allow security and data protection but also encourage appropriate team workflow. See the tables below for information on the various user permissions found within Onflo.
User Levels & Permissions
| Role | Function | Specifics | Permission |
|---|---|---|---|
| System Administrator | Control settings | Full access to Settings to customize account, including Topics, (with the exception of Private Topics) Users, and Tickets | View all Tickets, reports |
| Global User | Overview of account | Limited access to Settings | View all Tickets, reports |
| Category Owner | Overview of Topic Level Category | Limited access to Settings, Full access to Users, Tickets and Topics under the owned Category, (including Private Topics). | View all Tickets and reports under the Category |
| Team Owner | Point person for content area | One per team Receives alert for new Ticket and determines action Limited access to Settings | View only team Tickets, reports |
| Team Member | Content area expert | Available to help respond to Tickets, as determined by team owner | View only team Tickets, reports |
| Recorder | Enter new content | Not responsible for follow-up Limited access to Settings | Views only Tickets he/she has entered |
User Groups
To make groups of users searchable, you may choose to enable User Groups. These groups can be found when a customer uses the search bar on a landing page. Entering the name of a group (e.g. Special Education Department) will display the list of users belonging to that group.
Adding and Managing User Groups
- To create a new user group navigate to Settings > User Management. Next, click Add > New User Group.
- Click Create User Group, then enter in a name for your User Group (Smith High School, Special Education Department, etc.) by typing the name in the Enter User Group Name field.
- You can also manage existing User Groups and their members from here using either the x next to each members name to delete a user from the group, or by typing in a user's name to add them to the group.
- Click the pencil icon next to the user group name to edit the user group name.
Deleting User Group
- To delete a group, click the red Delete Group button in the group tile, then click Confirm.
Note: User groups require at least one member to be in the group.
Notes on User Groups:
- A user must belong to a Topic (member or owner) be added to a user group.
- When a ticket is sent directly to a User, it will be assigned to the first Topic the user owns, as listed in Settings.
- If the user does not own a Topic, the ticket will be assigned to the first Topic of which the user is a team member, as listed in Settings.