Managing users

Managing user accounts

There are two ways to manage user accounts: on the organization level and on the environment level. A user can have other personal settings and roles in different environments. For example, the Admin role in one environment and the Editor role in another. Check out the Roles and permissions doc for more details about Role-based access control for users. We recommend managing your user accounts on the organization level.

User accounts on the organization level

To create a user account on the organization level, complete the following steps:

1. Click the environment dropdown at the top right, choose your organization and click to open the environments overview.
2. Go to the User management page to open a list of all users in the environments of your organization.
3. Simply click the Add User button and fill in the user details. The First name and the Email address are required.

4. Choose the Language of this user (default English) and choose the User expiration date for this user account, if needed. See the User expiration section for more details.

5. And lastly, choose the requested Environment and the corresponding Role of this user. For more details, check out the Managing user roles doc. Choose at least one role per environment. When saving a new user, an invitation email will be sent to the given email address. When saving an existing user, their account will be updated immediately with the changed permissions or roles.

User accounts on the environment level

To create a user account in the environment directly, follow the steps below.

1. Go to Settings → Users to open a list of all users in this environment.
2. Simply click the Add user button and fill in a few user details. The First name and Email address are required.
3. Choose the language of this user (default English) and the User expiration date for this user account, if needed. See the User expiration section for more details.
4. Finally, choose the Role for this user. See the Managing user roles doc for more details. Choose at least one role. When saving a new user, an invitation email will be sent to the given email address. When saving an existing user, their account will be updated immediately with the changed permissions or roles.

Send invitation for sign in

When you create a new user and click the Save button, the user will receive an email with sign-in instructions. Note that the invitation link in the email is only clickable once.

The sign-in link in the email expires after 7 days. If the user forgets to accept the invitation and wants to set a password after these 7 days, they need to click the Lost password? link on the Prepr sign-in page. A reset password link will then be sent to them.

Alternatively, you can resend invitations as long as the user has never signed in. A user that has not yet signed in can be recognized by the Invited label behind his name in the Users overview page. To resend an invitation, hover over the user and click the icon.

Archive or delete users

When a user account is no longer needed, you can choose to Archive or Delete the user if you have the permission to do so, usually as an Admin user or the Owner of the Prepr account. This can be done in one of two ways.

• From the Users page, hover over the user you want to archive or delete

  • Click the icon to archive this user

    

  • Click the icon to delete this user

    

• Click the user that you want to archive or delete to open the the User detail page and click the Archive or Delete button.

Agency accounts

Agency accounts are user accounts of (web) agencies that take care of the implementation of your website or app. These accounts do not count towards the number of users you can add within your license. You, therefore, do not pay for agency accounts. Agency users need to use 2FA to sign in. Become a Prepr partner (opens in a new tab) to register your agency account in Prepr.

Understanding user expiration

You can manage the period a user can have Prepr access. Go to the Settings → Users page and click the user that you want to manage. Update the User expiration date field on the user detail page. Select the date the account needs to expire or leave it empty to give a user lifetime access.

Prepr sends a notification to the user seven days before the user account expires. One day before the expiration date, the owner of the environments gets a notification email.

After this period, the user access will be revoked. When this user tries to log in, the following message is shown to this user: Your account has expired. Contact your admin if you need access.

Any user that has a role (such as the Owner or Admin role) with the Users permission enabled can grant access to the expired user again.

Logging in for the first time

Prepr user accounts can be managed by any user with a role that has the Users permission enabled. Once your user account is created, you will receive an invitation email to sign in.

Prepr emails might be delivered in your SPAM box. The invitation expires after 7 days. If you have an active email SPAM filter, the link expires after 12 hours. Click the Activate your account button to go through the Prepr three-step onboarding flow.

1. Enter your personal details

Enter your personal details to complete the onboarding. Please note that your first name and your password are required. Submit your personal details with the button Next.

2. Select an avatar

Prepr uses photos to identity users. It is recommended, but not required, to upload a profile picture.

3. Choose a password

Passwords must be at least 10 characters and contain at least one letter and number. Passwords are case-sensitive. To finalize your Prepr account, click Next. You are now logged in Prepr.

Signing in using two-factor authentication

Two-factor authentication (2FA) adds a second layer of login security to your Prepr account. Each user can set up 2FA individually from their profile page. With 2FA enabled, you'll be asked to provide a 6-digit code after you've signed in with your login credentials. Each code is unique, and can only be used once to log in.

Enable two-factor authentication

To proceed, you'll need to download an authenticator app, such as Google Authenticator or Authy for your mobile device.

Log in to Prepr and go to your personal profile page. To activate two-factor, click on Enable two-factor authentication. Scan the QR code with your smartphone. If you can't scan the QR code you can manually enter the 6-digit verification code generated by your authenticator app. Two-factor authentication is now enabled for your account.

Disable two-factor authentication

If you're logged in to your own account you can simply deactivate 2FA by disabling the checkbox in your account settings.

Sign in with two-factor authentication

With 2FA enabled, you'll enter your normal Prepr password when logging in. Once you enter your password, we'll deliver a special verification code in the authenticator app. Each code is unique, and can only be used once to log in. Enter the given code and click Sign in. Now you are logged in.

Managing profile notifcations

Prepr offers the possibility to be notified of events in the application. This way you are always aware of events that are relevant to you. You can receive notifications via the Prepr application, via browser notifications, and via email.

Manage your personal notifications

To activate personal notifications, enable notifications on your profile page. Click on your profile picture and choose Profile. Select the triggers and choose if you want to receive the notification via email or in the browser.

Types of notifications

There are three types of notifications you can receive.

Application notifications

You will always see the notifications in the Prepr application. The notification can be found on the right side of the menu bar. Mark all as read to empty the notification list.

Email notifications

You can also receive notifications via email. The email always contains an action button, so that you can immediately read the comment, go to the user list or check the webhook edit page.

Browser notifications

The third way to receive system notifications is via your web browser. To receive browser notifications, you need to allow notifications in your browser and your Operating System. Please be sure the Do Not Disturb is disabled.

Notification triggers

There are four triggers on which you can receive notifications.

When I get mentioned

In the case you want to notify someone about a comment in a content item, just type @ and (a part of) the name to mention him. Click Add comment to send to notification to your team member.

When a content item gets assigned to me

You can assign content items to a user and filter the content item list by assignee, making it easier to focus on the items you need to work on. To assign a content item, or change the assignee, choose assignee in the content item sidebar. You can assign the content item to yourself as well as to one other user. Check out the Workflow doc for more details.

When a webhook is failing

Webhooks allows your app to easily receive notifications whenever there are updates to a chosen set of events. Webhooks with more errors than usual will be switched off after 24 hours. All the subscribers to this notification are notified. We advise all developers to subscribe to this notification.

When a new user is signed in via SSO

A new Prepr user who logs in to the application for the first time via Single-Sign On will not yet have permissions. The owner, or another Prepr user with access to the user management, must provide him with the correct permissions. You can receive a notification in case of someone logs in via SSO for the first time.

Manage Prepr appearence

Each user in Prepr can manage their Prepr appearance. You can hover over your Prepr profile icon and pick your preferred display setting:

• Light - the standard theme with a white background.

• Dark - uses dimmer background colors and brighter foreground colors to ensure the interface has sufficient contrast and to help reduce eye strain.

• System - depends on your system settings (Windows, OS).