You can edit an existing user account to become an Organization account. Using the Check option makes sure there are no other accounts already flagged as Organization accounts with the same customer reference number.

The account will need to have an organization permit allocated to it so they can access the members area. Any accounts with the same customer reference number will automatically be added as members. We recommend checking which accounts these are, by filtering the list of users by the customer reference number. Each member will already have their own licence and permit. They will continue to work exactly as before, so either using their own work area and shared folders. A root share can be assigned to them resulting in the member seeing the root share, their own work plus any shared work.

Over time, they may migrate their surveys to the root share.

Creating a link for a customer to use to create their own Organization account

In the HubAdmin there are new product types for Organizations: Organization permit and Organization primary account.

The Organization permit is like a User permit, that the Organization owns. Members who have the Organization admin permissions can allocate this permit. It can be added or removed, as required.

The Organization primary account creates a new organization account with a unique customer reference.

When creating an order link for a new customer it is likely there will be several products in the order.

Customer Order example

For example, the following order includes:

• Admin – organization permit – An organization permit of type Admin to assign to a team member so they can have admin permissions.
• Company Y primary account – A primary account for ‘Company Y’
• Organization admin user permit – A User permit to allow organization admin permissions
• Researcher – organization permit x5 – An Organization permit of type Researcher x 5. This allows you to invite 5 additional team members.
• Researcher user permit – A User permit to allow creating surveys etc
• Unlimited user licence – a user licence for the primary account. This account will own the resources and unit usage will come off this licence

When imported, this would allow the user to create a primary account, which has the permissions to invite team members, manage their folder access, create surveys, collect responses. They could assign admin permissions to one of the team and assign Researcher permissions to 5 team members. They can remove users from the team, for example, when someone leaves, and invite new team members.

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Select a permit

1. Log in to Snap XMP Online using the Organization account.
2. Select the Organization menu, then Members menu.
3. Select the permit to edit.

Unassign a permit

To unassign a permit, click Unassign.

Assign a permit

To assign a new permit, click Assign on the row with the required permit type.

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Log in to Snap XMP Online using the Organization account. Select the permit and click Unassign.

Then invite a new member to the organization.

The post Recover an existing member’s permit into the pool of available permits appeared first on SnapSurveys.

Inviting a new member

1. Log in to Snap XMP Online using the organization account details.
2. Select the Organization menu.
3. Select the Members menu. This displays a list of members that belong to the organization.

4. Click the Invite new member button.
5. Enter the email address of the member you want to invite.
6. When setting up the invite the primary account can assign one of the organization permits.

7. Click Assign to set the Root share.
8. Click Invite to invite the new member to the organization.

Assigning Root shares

A root share is when the Organization account sets the folder that will appear under ‘Your work’ for a member account. The folder is one from the organization account and means any resources created in this folder will belong to the Organization and not the individual member. When setting up the invite the primary account can assign one root share.

1. Click the Assign button to see the available folders.
2. Select the folder that you want to make available to the new member.

3. Click Save to assign the folder as the Root share.

Pending Invitations

After inviting the new member, you can see the pending invitations waiting for a response. You have the option to resend the invitation, for example, if the member has not responded in a certain timeframe. You can also delete the invitation, if it is no longer relevant.

Using the root share

When the individual member has received their email invite, they click on the link to log in (or create an account if they don’t already have one). They are able to use the permit allocated to them and create resources in the root share, if they have the permissions.

Below the individual has had a folder called ‘Development’ shared with them as a root share.

The surveys they create in this folder are available to the Organization account and any other member accounts that have the same root share.

The Organization account view:

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When the administrator logs in using the Organization account they can allocate the permits and root shares, as required.

The post Create a new organization account plus the member accounts by a UserAdmin appeared first on SnapSurveys.

These instructions are for On-premises Snap XMP Online versions. If you are using the Subscription service, please contact the Support team.

Create the organization account

The organization account must be created by a UserAdmin.

1. Log in using the administration account.
2. Select the User admin menu.
3. Click Create new user to create a new user record.
4. Enter the User name and other details of the account.

5. To identify the account as an Organization account
   • Select the Organization primary account as an organization
   • Enter the Organization Name
   • Enter the Customer reference number. The Check organization button runs through other accounts and warns if there is another Organization account already with this reference.
   • In Permissions, select Organization admin.
6. Click the Create User button to create the Organization account.

Add organization permits

Once the primary account has been created, permits belonging to the Organization can be added.

1. In the Users menu, select the user record for the organization account.
2. Click View user licences to view the licences and permits.
3. Click Add organization permits to add the type and number of permits required.

4. Click Save to add the permits to the account.

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These instructions are for the On Premises Snap XMP Online service. If you are using the Subscription Snap XMP Online service, please contact the Support team to talk about setting up Organisations.

Setting up the permits

There is a set of organization permit flags available to system admins:

These can be set on the system admin accounts that need to be able to create/modify the organizations

And there is a set of organization permit flags available to users:

The post Organization Permits appeared first on SnapSurveys.

If you are using the Subscription Snap XMP Online service, please contact the Support team to talk about setting up Organisations.

If you are using an On Premises Snap XMP Online service, you need set up Organization Permits on your system before you can use the Organization accounts.

After setting up the Organization Permits, you can create an organization account and member accounts.

• Create a new organization account by a UserAdmin
• Create a new organization account plus the member accounts by a UserAdmin

When the accounts are set up you can:

• Invite a new member by the Organization
• Transfer a permit to another member
• Transfer a user’s existing root folder to another user
• Recover an existing user’s permit into the pool of available permits

There is administration functionality to:

• Migrate an existing ‘master account’ to become an organization account
• Create a link for a customer to use to create their own Organization account

The post Organization accounts appeared first on SnapSurveys.

It describes the best practices for setting up users and folders where sharing is used to collaborate on working with the organization’s surveys.

In addition to this document there is an accompanying video Working with folders that will help you create, use and share folders in Snap XMP.

Setting up the accounts

We recommend that there is a hierarchical set up where there are two types of account within an organization:

• Master User Account. This is a researcher account that is used as a nominated account to create folders which are then used to share the surveys with other individual researcher accounts. This could be a role or group-based account, for example surveyadmin@organization.com, so that it can be passed onto another person in the organization or used by multiple holders at the same time. This account should only contain folders and surveys that they are shared with the organization’s user accounts.

• User Account. This is all other individual researcher accounts.

The organization should have one account that is identified as a nominated Master User Account. This can be a role or group-based account, so that if the account holder leaves the account can easily be used by another person in the organization. Each user in the organization has an individual User Account. Folders are set up in the Master User Account and individual User Accounts are given shared access with permissions to folders appropriate to them.

There are two ways of setting up sharing for collaborating on surveys:

• All users have access to all surveys
• Users are restricted to surveys that are relevant to them

All users have access to all surveys

In an organization where all users work on the same surveys, then the Master User Account holder can share the surveys created in their Your Work folder to each of the other users.

These users can then create and access surveys via their Shared with you folder. The user accounts should only create or work on surveys within this Shared with you folder. Surveys created in their own areas will not be shared and therefore it is advised against.

The shared folders can also be viewed in Snap XMP Desktop.

The diagram below shows the sharing relationship between the Master User Account and the User Accounts where all users are given access to all surveys.

Users are restricted to relevant surveys

If there is a requirement to segment work so that only some users have access to certain surveys, then the Master User Account holder can create specific folders in their Your Work folder and shares those with the relevant users. So, for example, if two departments work independently from one another, but they want to share access within their own department, then the Master User Account holder creates a folder for Department A, and shares that with all members of Department A.

The shared folders can also be viewed in Snap XMP Desktop.

Similarly, they create a folder for Department B, and they share that with members of Department B.

In this way, all units consumed by the User Accounts of the organization will be recorded against the Master User Account, and the activity logs recorded for each survey will show who (which User Account holder) has done what and when they did it.

The diagram below shows the sharing relationship between the Master User Account and the individual researcher accounts when users are restricted to surveys relevant to them.

If required, User Accounts can share their surveys or folders with any other User Accounts in the normal way and have permissions to add, delete, edit in their folders and any folders that have been shared with them. Any User Account with the ability to manage the shares will be able to add, delete, edit the shares.

Summary

The following are properties of the Master User Account.

• Nominated account for setting up all the working folders of the organization
• Working folders (and sub folders) are set up in the Your Work folder of this account
• Working folders, in the Your Work folder, are shared with full permissions to Individual Researcher accounts
• The entire Your work folder can also be shared if necessary
• Has access to the Audit log for each survey owned or shared with them

The following are properties of the User Account (with Manage shares permissions given)

• Has folders and surveys shared with them that are available from the Shared with you folder
• Can create sub folders and surveys in the folders shared with them
• Can create folders and surveys in their Your Work folder
• Can share any folder or survey including the Your Work folder
• Has access to the Audit log for each survey owned or shared with them

Guidance to follow when someone leaves the organization

When a user leaves an organization, if shares have been set up in the suggested ways described in this guide and does not have any of their own work in their account, then the User Account becomes dormant and all the surveys they have been working on will be under the control of the Master User Account holder.

If the leaving user has work in their own account, then before they leave, they should share their work with the Master User Account holder who can then reshare it to other user accounts in the organization.

In the case where a user leaves with work in their own account, that is not shared with the Master User Account, then a person with authority from the organization needs to contact the Helpdesk and request that the account is assigned to a new email address. To demonstrate that the person contacting the Helpdesk has suitable authority, they will be required to run through a number of security questions. When the support team have verified that the contact is a genuine person with authority, they will inform the person of authority that they will initiate a password reset to generate a link, which they will be sent, so they can reset the password and log into the account. The person of authority can then decide how they wish to share the folders and surveys of this old account.

When they share the folders and surveys the Manage shares option should be set to Yes. The researcher that has been shared the folders and surveys of the old account now has full access to these resources. They can clone a survey (through Desktop mode) if they want to have a copy of the survey in their Your work folder (or sub folder), bearing in mind that the URL will be different. If the original survey is deleted, they can then reuse the original URL on the cloned survey. Once all the folders and surveys of the old researcher account have been shared there is no requirement to log into this account again, however, it will remain active until such times as the organization requires it to be deleted.

Snap XMP Online user account leaving process

1. If a user leaving the organization has been working in the suggested ways described in this guide and does not have any of their own work in their account, then the Master User Account holder shares the leaver’s work to other User Accounts as appropriate.
2. If the user leaving has work in their own account, they should share their work with the Master User Account holder so it can be shared to other users.
3. If the user has left the organization and did not share their work with the Master User Account holder, then a person of authority will need to contact Support to request a change of password in order to access the account. This requires verification that the contact is a genuine person with authority.
4. Admins of Snap XMP Online initiate the Password reset process to generate a link
5. The reset password link is sent to the person of authority in the organization so they can reset the password and access the account.
6. Admins set up the new researcher account if required.
7. The person of authority who reset the password determines how the account should be transferred and how to share the folders and surveys with the other researchers, ensuring Manage shares is set to Yes.
8. On request from a person of authority in the organization, the old researcher account is deleted. Alternatively, this is done by a Snap XMP Online admin if the organization closes their account in full.

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