Edit a User

To edit a user’s account:

1. Click Admin in the navigation bar at the top of the screen and select User Management from the drop down menu

selecting user management

2. Use the search box to find the user’s account you wish to edit

Refer to the Searching for an Entry article for more information

3. Click on the user’s Display Name to open the User Details Page

The procedure for editing a user’s account details is very similar to creating a new user account. The information you can change on the User Details page (shown below) is the same as that on the Create User page, with the exception of Changing an email alias, Directory Properties and Service Properties, which are covered later in this section. You can change any of these fields as and when required. Refer to Creating a user account for more information about each field of a user account

All fields available

The User Details page includes a Status box which indicates if the mailbox is active/inactive, the dates it was created/ last updated, the email address of the last administrator to edit it and the last time the user logged into their account

Hint

Click Show Mailbox Statistics in the status box to view a user’s last logon date, the number of items in their inbox and their quota usage

View mailbox statistics

If you need to know the last date and time a user in your organisation logged in, the number of items in their mailbox or the amount of quota used, you can view this through mailbox statistics

See above for how to search for the user’s account you wish to edit.

Click on Show Mailbox Statistics to view the details

Selecting show mailbox statistics

The user’s Mailbox Statistics will show

Showing mailbox statistics

Edit organisational unit

To move a user’s account to a different department within the current owning organisation (e.g. switch from Leeds Teaching Hospital IT department to Leeds Teaching Hospital maintenance department) you must edit the Directory properties of the user’s account. These changes will take effect immediately and the user’s details will be updated in the NHS Directory

1. Click Edit next to Organisational Unit under Directory Properties

Click edit under organisational unit

2. If appropriate, click the +  boxes to expand the Organisational Unit options and select a new Organisational Unit and click Ok

select if new organisational unit is required

Note

If a user is moving to a new organisation, you will need to refer to Marking a User as Leaver for information of how to move their account over to the new organisation

Editing Clinical Speciality, Role and Work Area

1. Click Edit next to Clinical Speciality/Clinical Role/Work Area under Directory Properties and select a new speciality/role/ area from the drop down menu

click edit on the relevant section

You can select more than one clinical speciality, role or work area

Warning

If the clinical speciality, role or work area selected are not accurate, you will need to deselect the old fields before selecting the new speciality, role or work area

Adding Administration Roles

1. Click Add next to Admin Roles under Directory Properties

select add admin role

2. Select the required Admin Role from the drop down menu

Dropdown menu options

3. Select the Organisation to which the admin will have administrative rights over from the drop down menu. Admin rights can be added to an organisation unit by selecting the Organisation Unit

Select organisation unit

4. Click Add at the bottom of the page.

When all editing is complete:

5. Click Update at the bottom of the page

The following message will be displayed:Success notification should appear

If you receive any type of failure notification, refer to Notifications for more information on how to address the issue

Removing Administration Roles

1. Click the Red cross next to the role(s) under Service Properties

2. Click Update at the bottom of the page

3.The following message will be displayed:

Additional Information

  • An administrator should be mindful that if the user’s account is also connector managed, any changes that they make manually will be overwritten by the connector next time a sync occurs. An administrator should manage the data source within the connector to ensure that an update is made and retained
  • An administrator with administrative rights over an Organisation Unit will be able to administer only those user accounts which are associated to that specific Organisation Unit.  They cannot administer user accounts of a different Organisation Unit or the Parent Organisation
  • An administrator with administrative rights over a Parent Organisation can administer all user accounts of the Organisation, including all user accounts of the Organisational Units which are under the Parent Organisation

Updated on 14/12/2020

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