Manage a user account

By clicking on a user it is possible to see more information about the user and manage the users settings. This is done by making use of the 6 tabs available

Account

Under the account tab it is possible to change the name of the user, reset the login method if they have done this incorrectly, change their email, change their description, and see the last time they logged in and the account status.
Here contract admins and dashboard admins can deactivate the account and dashboard admins can delete the account.

• Username; the username of the user with whom it can also be found within Research Drive to share a folder.
• Name; displayname of the user within Research Drive, this can also be changed at the personal preferences page within Research Drive
• Login method; method how this account was created within Research Drive, this can be;
  • Local - normal local Research Drive account, not connected to an external Identity provider
  • LDAP - SURFsara CUA LDAP account, only available on the Research Drive Community environment
  • Shibboleth / Institutional - login via SURFconext via the Identity Provider of the users organization
• MFA; whether the user has enabled Multi Factor Authentication (also known as 2 Factor Authentication) to access the environment.
  • Enabled - MFA is enabled
  • Disabled - MFA is disabled
  • Not available (Niet beschikbaar) - f or Institutional account MFA must be enabled via SURFconext on the Identity Provider side.
• Email; the user's email address, this can also be changed at the personal preferences page within Research Drive
• Description; A description for this account, only visible in dashboard for all accounts and in the reporting.
• Status; the current status of the account, this can be;
  • NEW - Open Research Drive account invite
  • ACTIVE - Normal active Research Drive account
  • INACTIVE - Disabled Research Drive account, storage is still available but the user is no longer able to log in.
  • REMOVE - Account is marked to be removed, remove period will starts now

Reset MFA token

In case the MFA token is lost, e.g. the device it was set to has malfunctioned. It can be reset by the personal settings by a user with an Admin role.

After this, the user has to set the TOTP token himself again at the ownCloud personal settings page; How to enable two-factor authentication (2FA) for your account

Removing a user

An admin is able to set a user for removal by either clicking on Delete within the users setting or by selecting the user(s) and selecting it from the bulk actions list. This triggers the start of the Removal Period which is dictated by the contract settings. When a user with status: New is set to remove they are deleted immediately because their account has not yet been provisioned and there is no risk of data loss. Any project folders assigned to an unprovisioned user are also removed in this case as they have also not been provisioned. 

Force Removal option

In case of an account issue, a dashboard admin is able to remove an account immediately, by skipping the remove policy. This can be carried out after setting a user to remove. No notification will be sent! Please use this feature with discretion.

Projects

Under the projects tab it is possible to see what projects the user is part of and what role they play in those projects.

Role could be;

• Projectfolder owner; owner of a specific projectfolder
• Member; member of a specific projectfolder

Contract

Under the contract tab it is possible to see and change what contract number the user falls under, the status of the contract, and the current usage of the contracts storage.
As Contract Admin or Dashboard Admin, you're able to move a user to an another contract.

Services

At services tab, it is possible to switch on or off the research drive add ons available to the user.

Settings

At the settings tab, you may indicate some extra user permissions within the dashboard. These can only be changed by a user with the role of Contract- Dashboardadmin.

• May invite users: decide of the user may freely invite / add new users (if not already allowed by the contract).
• Number of projectfolders: Give a user permission to create their own project folders and how many. Leaving it at zero will mean they cannot create project folders themselves.
• End date, has no function within Research Drive, purely for own administrative purpose.
• Cost center, has no function within Research Drive, purely for own administrative purpose.