Managing Users

The Users page enables you to manage the users associated with your account. This functionality is available to Admins (or to any role that has the appropriate permissions).

The Users page replaces the Senders page if Roles and Permissions have been enabled. This option can be enabled by contacting our Support Team.

To access the Users page:

• Click Admin > Users.

The Users page displays the following columns:

• Name: Displays the user's first and last names.

• Email: Displays the user’s email address.

• Status: Displays the user's current account status, such as Enabled or Disabled. If the user has not yet accepted their invitation to join the account, their Status is displayed as Pending.

From the Users page, the following actions can be performed:

• Searching for a User

• Inviting a New User to Join Your Account

• Disabling, Re-enabling or Deleting a User

• Resetting a User's Password

• Assigning Roles to a User

• Removing Roles from a User

Every user can access some of the above actions, but not every user can access all these actions.

Searching for a User

To search for a user in your account:

1. Click Admin > Users.

2. Type your criteria into the search field, and then click the magnifying glass.

Inviting a New User to Join Your Account

To invite a new user to join your account:

1. Click Admin > Users.

2. Click Add, and type the user's name and email address.

3. Select a Role to assign to the user.

4. Click Save.

The added user will receive an email invitation to join your account. When they click the Register Your Account link in their email invitation, the Account Registration page will open in their browser.

If you try to add a new user by typing an email address that already exists in the account, the system will instead update the associated existing user's roles. That update will use the roles that are listed in the newly opened Add User pane. If no roles are listed in that pane, all roles for the existing user will be deleted.

Disabling, Re-enabling or Deleting a User

Once a user has been added to your account, you can disable, re-enable, or delete their association with the account.

To disable a user in your account:

• Select the user's check box, and click Disable.

To re-enable a disabled user:

• Select the user's check box, and click Enable.

To delete a user from your account:

• Select the user's check box, and click Delete.

  This Delete action cannot be reversed. A user account can only be deleted if all transactions, templates and layouts associated with that account have already been deleted.

Resetting a User's Password

As an administrator, you can reset a user's password. This action cannot be undone.

To reset a user's password:

• Select the user, and click Reset Password.

The user will receive an email that will lead them to the Reset Password screen.

Assigning Roles to a User

Assigning a role to a user gives them a set of permissions that determines which OneSpan Sign actions they can perform.

A user cannot update their own role.

To assign roles to a user:

1. Click Admin > Users.

2. Click the ellipsis (...) to the right of the user's name, and select Edit. The roles currently assigned to the user appear in the Roles section.

3. Click inside the Search field. A list of available roles appears. To filter the list, you can begin typing a role's name. To view a role's description (including its associated permissions), click the Help (?) icon.

4. Select a role you want to assign to the user.

5. Click Save.

6. Repeat the above steps for each role you want to assign to the user.

Removing Roles from a User

Removing a role from a user reduces the set of OneSpan Sign actions they can perform. Their user account will nonetheless remain active.

To remove roles from a user: 

1. Click Admin > Users.

2. Click the ellipsis (...) to the right of the user's name, and select Edit. The roles currently assigned to the user appear in the Roles section.

3. Click the Delete icon next to a role you want to remove from the user.

4. Click Save.

5. Repeat the above steps for each role you want to remove from the user.

Assigning Delegates

To remove assign a delegate for a user: 

1. Click Admin > Users.

2. Click the ellipsis (...) to the right of the user's name, and select Assign delegates.

3. Select the delegate you would like to use. If your delegate is not listed, click Add Delegate to open a search screen.

4. Choose your delegate from the drop-down list of Delegates on your account. This list will not include you or any of your existing delegates.

5. Enter a Start Date and End Date for the delegation (e.g., the first and last days of your vacation).

6. Click Save.

7. If you want your delegate to be sent copies of all future transaction related email notifications, slide ON the toggle switch Send copy of all emails to delegates. The email copies will stop when the delegation period ends.

In situations where an account has been locked, Administrators and Managers can now assign delegates for that account. This is useful if, for example, a user has left the company.