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Users in the Admin Tool

Search by User

Click "Users" from the Account Menu > Admin Tool pane. This page allows Institutional Admins to browse and search through all of the Users at their institution who have accessed Warpwire, and to sort results by First Name, Last Name, User ID, and Creation Date.

admin tool showing list of users

Use the search box at the top of the page to quickly find users who match your search criteria. Results match First Name, Last Name, or ID.

search results for users with 'brown' in their name

The Admin Tool search allows you to see relevant details for each User. You can quickly see their name and ID, along with the number of assets they own, when their account was created, and which groups they are a member of. You can also "become" a user for troubleshooting.

If you click on the "Groups" link for a User, a window will open, showing the list of Groups to which the User belongs. From this window, you can also quickly add the user to additional groups (via the "Add Group" button), or remove them from groups by clicking the "Remove Group" option to the right of the Group name.

panel showing which groups user Saul Brown is a member of

Export User Data

If you click the "Export List" link in the upper-right of the screen, a CSV will download.

export button in upper-right of admin tool

This CSV will list each User's first and last name, their unique identifier, the number of assets they own, the date their account was created, and any Groups they're in.

spreadsheet showing information about all users

Become a User

Click the "Edit User" link to see more information about the user.

admin tool search results for user Xinyi Zhang

Then click the "Become this User" button.

Panel showing user details and 'become this user' button

A new tab will open. There will be a green banner across the top of the new page, showing that "You are using Warpwire as user: [First Name] [Last Name]".

This feature allows Institutional Admins to see all of the Media Libraries the user has access to, as if you were logged in as that user. This can be quite helpful in troubleshooting sharing issues and verifying functionality and Group membership.

Warpwire application, with green banner indicating admin is masquerading as user Xinyi Zhang

Add Users

Institutional Admins can add users directly within the Admin Tool. This can be particularly useful if your work in Warpwire is a bit ahead of the registrar's office, for example.

When you click the "Add User" button in the upper right of the page, a window will appear.

panel showing user input fields to create a user

You'll fill the First Name, Last Name, Email, and Unique Identifier for the new User. The Unique Identifier will vary by institution - some use NetIDs, some use LMS account names, some use other values. If you're unsure about what to put in this field, talk to the other Institutional Admins at your institution, or contact Warpwire directly.

Add Users via Email Address

Email-based accounts can also be created from the "Add User" pane by selecting "Email" under the User Registration Type dropdown. Email-based accounts aren't part of your institution's Single Sign-On system, and need to be specifically turned on within your institution's Warpwire configuration. Email accounts are tied to particular email addresses, and managed through the Admin Tool. These accounts are great for situations like a visiting lecturer or user who needs access to content.

panel showing user input fields to create a user

Upon creation, if you selected "Yes" under 'Send a welcome email,' the user will recieve an email walking them through setting up a password. If you selected "No" under 'Send a welcome email', then the user will not recieve an email. When you want to notify the user about their account, click the "Edit User" link for that user and send a password reset email. Once this password is set, they'll be able to log in normally.

Edit Users, Change Permissions

Institutional Admins can also edit Users from the Admin Tool.

Importantly, you can change the permission level of a user from the Admin Tool. When you edit a user, you'll see the "User Access Level" dropdown menu at the bottom of the pane, with options for "Standard" or "Institutional Admin."

If you select "Institutional Admin," you will grant that user institutional admin permissions. This means that they will be able to access the Admin Tool and all of the settings and information therein. Make sure you intend this change!

panel showing editable user input fields for a user

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