Users

The Users feature simplifies account administration through centralized tools for inviting, importing, and managing users. The tools work together to streamline user administration and ensure efficient collaboration, access control, and status monitoring.

Key Features

• User Invitation: Easily invite individual users or groups via email.
• Invitation Management: Resend invitations for users who haven't yet joined.
• Bulk Import: Add multiple users efficiently by uploading CSV or TXT files.
• Active Directory Sync: Synchronize user data directly from your organization's Active Directory.
• Role Management: Assign and reassign user roles to control access and permissions.
• Status Tracking: Monitor user statuses (active, inactive, locked) from a centralized dashboard.
• Account Unlocking: Quickly unlock user accounts that have been locked due to failed login attempts.
• User Search: Easily find specific users using the search functionality.
• User Deletion: Remove individual or multiple users from your GALE account as needed.

Best Practices

• Regularly review and update user roles.
• Use bulk import to add multiple users efficiently.
• Monitor the locked users and inactive invitations.
• Maintain users for effective account management.

Users Dashboard

The dashboard displays user counts by status:

• Active: Users with active accounts who can interact with other GALE users.
• Inactive: Users invited by the admin but who have yet to join or accept the invitation.
• Locked: Users who have exceeded 5 failed login attempts and their accounts have been locked.

It also shows detailed user information, including name, email, role, and status. For information on default system roles, click here.

Add a New User

The Settings Console provides two ways to add a new user to the system:

• Email invitation
• Import .txt or .csv file with user information in the predefined format.

Invite (Email Invitation)

Click here to see the step-by-step instructions on how to add a user via email invitation.

Resend Invite

Invitations expire after 15 days. You can send a new email invitation to the user. Learn more.

Import (Bulk Import)

The import feature allows administrators to add multiple users at once using .txt or .csv files. To ensure compatibility, download the sample CSV file, add your user details to this file, and upload the file.

Key Considerations

• Valid file types are .txt or .csv. No other file types are allowed.
• The file must contain the required user information, such as name, email ID, and status, to create a user profile in your GALE account.
• Each row should contain information for ONE user.
• You can use accepted delimiters like Comma (","), Pipe ("|"), Semi-Colon (";"), and Tab in the file.
• The first row in the file should be the field name used to identify the user data.
• "*" indicates mandatory fields in the sample file. Please ensure mandatory fields are provided.
• The User Status indicates the user’s status after import, and the corresponding actions are taken for New, Update, and Delete statuses.
• Entries with invalid email formats, missing domain name, or wrong email IDs are ignored during import.
• Once an entry in the file is validated, an email request is sent out to the user to activate their account.
• If a user is already active (joined admin’s account), the email invitation is not sent.

Import User Data File

The steps mentioned below, allow you to import users' data from a designated file into GALE.

1. Navigate to Users Management > Users on the left menu.

2. Click Add New User, and select Import.

3. Perform one of the following actions on the Import Users page:

4. Click Upload File, then select and upload the user info file from your system.

5. Drag and drop the file from your system into the Upload File window.

Key Suggestions

• Click and download the sample .csv file for reference.

  

• The fields are predefined in the sample file, and the data requirements are shown below:

• Ensure the column names and field mandates match your uploaded file and the sample file. Any mismatch results in an error, as shown in the screenshot below.

• A preview window displays the file’s data with a file uploaded success message. Click Continue to import the file.

• Click Continue once the import is complete, and the following message appears.

• The system validates the file for errors. If the user data contains errors, a window is displayed showing the import status and the reason for the errors.

Correct the highlighted values based on the reason, and upload the file again. Then, follow Steps 4 and 5 above.

The file takes a few minutes to import. You can see the progress in the dialog window. When completed, the following message is displayed.

Click OK to see the imported users on the dashboard.

Note

The imported users are assigned the Viewer system role by default, which you can change. Learn more.

You can see the success/failed import status on the dashboard as highlighted below:

Failed Import

The following message is displayed if the user data in the uploaded file fails to import:

You can identify which user data failed to import, review the actions completed by the user, and understand the reason for the failure.

Once you know the cause, you can retry importing the corrected user data.

Cancel Import

The system cancels the import for data that fails due to validation errors, such as an incorrect email address. A window is displayed showing the import status and reason after the import is canceled.

Import History

Click Import History in the Import Users window to view and analyze the import history of users in your account.

The following window is displayed with the import date and time, the importing user, and the summary of successful and failed imports.

Delete a User/Bulk Delete

The Delete feature removes a user you’re managing from your GALE account.

Important

Only users included as Admin in the system with the required permissions can access the Settings Console.

• Deleting a user revokes their access and removes their data from your account. However, the user can still access their personal account on GALE. To rejoin your account, you must invite them again via email.
• You cannot delete users if they have created and manage agents in your account. The user must first remove all active agents before they can be deleted.

Steps to delete a user

1. Click Users Management > Users on the left menu to access the Users dashboard.
2. Hover over the user entry you want to delete.
3. Click the Delete icon.

Updated Screen

Bulk Delete

1. Select the required users, and click the Delete icon at the bottom of the screen to delete multiple users in the list.

2. Click Remove in the Remove users window.

   

When a user's account and role assignments are permanently deleted, the user is removed from the list, and the Total Users and Active Users counts on the dashboard are updated accordingly.

Updated Screen

Note

Using Delete removes the user permanently.

Search User

Use the search field to find users by name:

1. Navigate to the Users dashboard.
2. Click the Search text field.
3. Enter the user’s name you want to search.

All the matching results are displayed.

The following message is displayed if the user does not exist.

Unlock a Locked User

Locked users cannot access their accounts without unlocking them on the Settings console.

Steps to unlock a locked user

1. Navigate to Settings > Users Management > Users page.
2. Hover over the user entry with the status highlighted as “Locked.”

3. Click the Unlock button.

4. Click Confirm in the confirmation dialog.

The user’s account is unlocked successfully, and the status changes to Active.

Change User Role

On the Users dashboard, you can change the account-level role for one or more users. Only the role allowed for the user type (admin or account) can be assigned.

Changing the user role automatically assigns the designated permissions and access levels defined in the system.

To change a user’s role, follow the steps mentioned here.

Bulk Role Change

You can change and assign the same role to multiple users. However, to assign different roles, individual role changes must be made, as discussed in the previous section.

To perform bulk role change, follow the steps below:

1. Select the required users on the Users dashboard.
2. Click the Role dropdown and select the required option in the bottom pane.

The role is updated for the selected users.

Related Information

• Settings Console - Learn more about other GALE admin features.
• Role Management - Learn more about managing default and custom roles in your account.
• Monitoring: Audit Logs - Learn more about tracking events and user activity in your account.