User Management

User Status

The Status of a user defines whether the user is visible in SnapComms targeting and therefore able to receive SnapComms messages.
The Status of a user is displayed in Content Manager within the Users & Groups >> Users menu.



There are four statuses for users:

• Active - User is visible in target screens, and will receive all content targeted to them.

• Inactive - User is not visible in target screens, and will not receive content.

• Disabled - User is not visible in target screens, and will not receive content.

• Deleted - User is not visible in Content Manager, and will not receive content.

Active Users

Active users are visible in all forms of SnapComms targeting within the Target Users screen and will receive all messages targeted to them.

Inactive Users

If a user's SnapComms client / app has not connected to the SnapComms server for 30 consecutive days the user will be automatically set to an inactive status within the Content Manager. If an inactive user's SnapComms client / app attempts to connect again, they will be automatically set to an active status.  This inactivity period can be configured under Management >> General Settings >> Inactive and Deleted User Settings.

Because of this automated feature, users that have left the company, or have taken extended leave (e.g. maternity leave, extended sick / holiday leave) will be temporarily removed from any form of SnapComms targeting. It is recommended to review inactive users periodically, and disable any users that you do not want connecting again.

Disabled Users

Users can be manually disabled in Content Manager by administrators with Users & Groups menu access. Disabled users will not appear in any form of SnapComms targeting, and will not be made active automatically if their SnapComms client / app attempts to reconnect. Only once a user is made active will their SnapComms client / app receive messages again.

Note: If the user's SnapComms client / app polls for new messages while the user is disabled, the Message History window will be cleared of all existing messages.

To disable a user

Log into Content Manager via an administrator username with Users & Groups menu access.



Navigate to Users & Groups >> Users.



Select the user(s) you wish to disable.



Click the Disable button.


 

To activate a disabled user

Log into Content Manager via an administrator username with User & Groups menu access.



Navigate to Users & Groups >> Users.



Under the Status column select Disabled.


Select the deactivated user(s) you wish to activate.



Click the Activate button.


 

Deleted Users

Deleting a user is more permanent than making them inactive and there are two levels of deletion: Permanent Delete and Delete. In addition, when using just Delete there are 3 Delete and Reconnection Mode settings which determine the behavior of the Delete button. Should a deleted user try to connect again with their client this setting will determine what happens.

This settings should be checked before deleting any user, as consideration should be given as to whether a deleted user may require connection again.  

Note: If you need to permanently delete a user, for example due to GDPR requirements, then select the Permanent Delete option.  The Delete and Reconnection Mode settings do not apply to permanently deleted users.

Note: If a user is set to Deleted, then, if the user's SnapComms client / app polls for new messages, the Message History window will be cleared of all existing messages.  If they have been Permanently Deleted, and their App reconnects they will be created in the SnapComms system as a new user and will receive all messages published to any Groups they are members of.

To set the Delete and Reconnection Mode Settings

Log into Content Manager via an administrator username with Management menu access.



Navigate to Management >> General Settings.



Under Delete and Reconnection Mode Settings, set the Choose Reconnection Mode dropdown box to one of the following:



Leave Deleted: (Local Default) The deleted user is ignored and remains deleted if their SnapComms client / app reconnects to the server.

Set as Active: (Cloud Default) The deleted user is acknowledged if their SnapComms client / app reconnects to the server and the user is set to active. The user will immediately be available for targeting and will receive any messages targeted to them.

Set as Disabled: The deleted user is acknowledged if their SnapComms client / app reconnects to the server and the user is set to disabled. The user will need to be made active by an administrator before they can be targeted or receive messages again.

Note: Deleted users can only be reinstated into your Content Manager if the Delete and Reconnection Mode Settings are set to either Set as Active or Set as Disabled.

To delete a user

Log into Content Manager via an administrator username with User & Groups menu access.



Navigate to Users & Groups >> Users.



Select the user(s) you wish to delete.



Click the Delete button.



A prompt will ask for the level of deletion required.
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Permanently Delete: This option will completely remove all records of the User from the SnapComms system, including all personal data, records of any messages received and any quiz/survey taken. This will impact reporting on previously published messages as the target count will reduce by the number of users deleted.  If the deleted user does not uninstall the App from their device, a new user will be automatically created the next time the App connects to the server.

Delete: When this option is used the user will not be visible in the Target screens for messages, will no longer receive any messages, and will no longer be visible in the Users & Groups >> Users screen.  The Reconnection Mode settings will apply if this option is chosen.