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 options below:
1. Account
The Account tab allows you 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.
- IdP Username; User's username at own organisation. May differ from the above (service) username.
- 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;
- Guest - External user, using the eduID IdP to log in to the service
- Institutional - User associated with the organisation, logged in via the Identity Provider of the organisation
- Local - Login via username and password
- MFA; whether the user has enabled Multi Factor Authentication (also known as 2 Factor Authentication) to access the environment.
- Not available (Niet beschikbaar) - 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.
- Last login; User's last login time. If empty, the user has not been logged in yet
- End date; Can be set at settings tab of the account by an admin for own administration task. Has no consequences for the system.
- 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
- API ; Create an API key with all permissions for your account to use the API functionality
- API (readonly) ; Create an API key with only read options for your account to use the API functionality
Reconnect a user account
Why can this be useful?
Research Drive offers the possibility to reconnect one's institutional or personal eduID account used to login to Research Drive via SURFconext, to an existing account on Research Drive. This can be useful in the following situations:
- Your username to login at your institute account changes from pietje.puk@organzation.nl to pietje.paul@organzation.nl
- A user left the institute and lost access to their institutional account. As admin, you can decide that the user keep access to their Research Drive account by reconnecting their Research Drive account to a personal eduID account.
- Your organization changed their IdP from pietje.puk@old_organzation.nl to pietje.puk@new_organzation.nl
Instead of treating this changed login information as an entirely different Research Drive account, you as Research Drive Dashboard admin can control if these accounts should be reconnected. This means that changes in usernames or in IdPs will be possible without impacting access to the data or shares.
Internal policies
It is up to the institute to determine the internal policy of whether accounts may or may not be reconnected once a user leaves the institute.
What do users have to do to reconnect their accounts?
If you are a Research Drive user and are looking for instructions on how to reconnect your SURFconext and Research Drive account after you received an invitation to do so, checkout this page.
To reconnect a user account, navigate to Dashboard → User accounts, and select the user that needs to have their accounts reconnected.
In this overview, you will see two user names. The first user name (the Username in the image below) refers to a random user name generated by Keycloak when the Research Drive account was created and the second user name (the IdP Username) refers to the organizational user name.
The "Username" cannot be changed
The first username is a random username that is generated by Keycloak and is used to create a Research Drive account. This user name is then used to login to one's Research Drive account. This means that the random username cannot be changed, because it is linked to a specific Research Drive account.
To reconnect a SURFconext account to an existing Research Drive account, press the Reconnect button in the image below.
Confirm your reconnect request by pressing Confirm (Bevestigen) in the pop-up window.
Once you confirmed your decision, a pop-up window will appear demonstrating that the account reconnect request has been send.
The reconnect option is valid for 30 days. Weekly the person will receive a reminder of the open invite.
If the reconnect is not acted upon in time, the reset token will become invalid after 30 days and the account will be disabled.
The Research Drive Admin has to unblock the account and create a reconnect request again.
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.
When a user still owns a project, it cannot be deleted. This can be seen back at the Projects tab. First transfer all projects to a new project owner before being able to delete the user.
Remove Period
Check the set removal period for the account, which is set by the contract settings for the contract where the account is linked to (see Contract tab).
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.
Account action via import file
If several accounts need to change status, for example deactivate, delete or reactivate, then an import file can be useful.
Via the option; `Import update` you can supply an input file. The input file can be an .xls, .xlsx, .txt or .ods file, consisting of 1 column without header colon with the usernames to be removed.
Please note; The list may contain a maximum of 300 records.
Example of a import file;
2. Projects
The Projects tab shows what projects the user is part of and what role they play in those projects.
Role could be:
- Projectfolder owner; owner of a specific project folder
- Member; member of a specific project folder
3. Contract
The Contract tab allows you 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 another contract.
4. Services
On the Services tab you can enable or disable Research Drive add ons for this user.
Services that can be enabled are:
- Reporting app: This app grants an overview of shares and permissions. It is searchable per user, per project or per path. Also, the data can be downloaded as an Excel document or .csv. For more info on how to use the reporting app, please visit: RD: Using the reporting app
- SRDC app: This app serves as a Research Drive extension that will allow you to easily import data from and export data to different research data publication service repositories. Some of the major repositories that are supported are: Dataverse, Zenodo, Figshare, and OSF. For more info please visit: RD: SURF Research Data Connector
5. Settings
The Settings tab allows you to configure additional per-user settings for the Dashboard.
These can only be changed by a user with the role of Contract- or Dashboard admin.
- May invite users: decide whether 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.
- If the user has created the specified amount of new project folders, they won't be able to create any additional folders until you increase this number.
- 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.
Apply settings to multiple users
On a contract level, you're able to apply these settings to all users linked to that contract.
