Manage Users and Contacts

Global administrators and authorized staff use users and contacts to add, import, activate, search for, restore, and configure people records in SmartSimple. For User and Contact Fields and Settings, see User and Contact Fields and Settings Reference.

Who: Global administrators and staff who manage people records.

When to Manage Users and Contacts

Manage users and contacts when:

• Adding individual staff members or external contacts directly to the system.
• Importing a list of contacts from an external source, such as an Excel spreadsheet.
• Granting or revoking login access for existing contacts.
• Looking up a specific contact across your instance.
• Recovering a deleted contact or company record.
• Configuring system-wide settings for users and contacts.

↑ Back to top

Add a User or Contact Manually

To add a user or contact directly to the organization hierarchy:

1. Click the Menu icon in the upper navigation bar, and then select Organization Hierarchy from the Organizations drop-down menu.
2. Click the organization to which you want to add the new user or contact.
   • The root organization appears first under both the internal and external tabs. The terminology for internal vs. external headings varies by instance.
3. Click New and select the applicable contact type from the drop-down menu.
4. Add the applicable information, and then click Submit.
   • A duplication check runs on email address. If the individual shares an email address with an existing record, they will not be added as a new contact.
5. Check the checkbox next to the applicable role(s), and then click Next.
   • If no roles are assigned in a new instance, check the checkbox next to No Role Assigned.

6. Add the required standard fields. Fields marked with an asterisk (*) are required. See the Standard People Fields section in User and Contact Fields and Settings Reference.
7. Click Save Draft to retain the information currently on the page, or click Save to validate the information and add the contact.

↑ Back to top

Import Contacts

The import process transfers external data, such as contact information from an Excel file, into the Import Wizard, validates the field mapping, and uploads the data to SmartSimple. If contact and organization data are in separate files, complete the import once for organization records and once for contact records.

To import contacts into the internal hierarchy:

1. Click the Menu icon in the upper navigation bar, and then select Organization Hierarchy from the Organizations drop-down menu.

2. Click the name of the applicable organization.
3. Click New and select Import Staff.

4. Locate the Data Source field and click the applicable option.
   • Upload File (CSV file) - Lets you choose a file to upload in the Select a file to import field.
   • Copy and Paste Plain Text - Lets you paste text in the textbox.
5. Click Next.
6. Locate the Parent Company field and confirm the correct organization is shown.
7. Locate the User Activation field and select the applicable option. The options include:
   • The options include Activate users and SEND new user password by email, Activate users but DO NOT send password by email, and No user activation.
   • The option to activate users and send them a password by email notifies users that they have been added to your SmartSimple instance, allowing them to log in and manually change their password.
8. Click the Assigned Roles field and select the relevant roles, if applicable.
9. Click Next.
10. Toggle Ignore First Line on if the first row includes column labels.
11. Locate the Column Mapping section and select the applicable field mappings from the drop-down menus.
12. Click Next and review the data.
13. Click the Close [X] icon or New Import to import more contacts.
14. Navigate back to the Organization Hierarchy and click the applicable organization to view its contacts to confirm the import.

↑ Back to top

Activate a User

Adding a contact to the hierarchy does not automatically grant them login access. Activation must be performed manually. There are two methods: using the key icon (available from both the Organization Hierarchy and the user's profile) and using Roles and Access (from the profile only).

From the Organization Hierarchy

To activate a contact using the key icon from the Organization Hierarchy:

1. Click the Menu icon in the upper navigation bar, and then select Organization Hierarchy from the drop-down menu.
   • Inactive contacts are indicated by a grayed-out lock icon next to their name. The envelope icon to the right of a user opens the Message Center. The key icon indicates the user's status is set to Enabled.
2. Click the contact's name to open the profile.
3. Click the key icon next to the contact's name.
4. Locate the User Activation field and click the applicable option.
   • The options include activate a user without a password, activate and send an automated password by email, or cancel.
   • The option to activate users and send them a password by email notifies users that they have been added to your SmartSimple instance, allowing them to log in and manually change their password.

↑ Back to top

From the Profile Record

To activate a user from their profile record using Roles and Access:

1. Click the Menu icon in the upper navigation bar, and then select People from the drop-down menu.
2. Click the name of the contact to open the record.
3. Click Actions and then select Edit Roles and Access from the drop-down menu.
4. Toggle Enable User Access on.
5. Locate the Access Type field and select the applicable option.
   • Setting access to No Access prevents the user from logging in. If the user is currently logged in, they retain access until their next login attempt.
6. Toggle Global Administrator on to designate the user as a global administrator.
7. Toggle Enable Access Expiry on, and then click the Expire Date field and set a date to limit a user's access to a specific timeframe.
8. Click Save.
9. Click Send Password or Set Password.
   • Click Send Password to send the user an automated password via email.
   • Click Set Password when immediate password setup is required, such as when working with a client over the phone or testing on a backup or test instance where email is not triggered.

↑ Back to top

Search for Users

To search for contacts across your SmartSimple instance:

1. Click the Menu icon in the upper navigation bar, and then select People from the drop-down menu.
   • The People page displays all contacts, both internal and external. If security settings such as view own accounts only are in place, you may not have access to all contacts.
2. Click the search bar, add the search criteria, and then click the Search icon for a basic search.
3. Click the Advanced Search icon, located to the right of the filter drop-down menu, to search using criteria-based filtering.

↑ Back to top

Restore or Purge Deleted Contacts

When a contact or company is deleted, it is marked as deleted in the database but not permanently removed for up to one year. Deleted records do not appear in any system interactions. A global administrator can restore these records within that window.

To restore deleted contacts or companies:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Organizations or Users tab.
2. Locate the Miscellaneous Options section and click Deleted Organizations or Deleted Users.
3. Check the checkbox next to the applicable records, and then click the Restore or Purge [trash] icon.

Restored records reappear with their associated activities, notes, and custom fields. Restoring a company also restores all associated deleted contacts.

↑ Back to top

Configure User and Contact Settings

To access all user and contact settings:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Users tab.
2. Click the applicable setting. See the User and Contact Settings section in User and Contact Fields and Settings Reference.

↑ Back to top