Manage users

Users section in a company or team account

Detailed information on your users is available in the Users section in the Shared Email Templates app. As an admin, you can see this section on the Manage Account tab:

Users' data are presented in a table like the one in the screenshot below:

The structure of users' records is as follows:

• Full name
  Users' full names are in the leftmost column.
• Username
  The next column contains usernames.
  Note. If a company or team account was created via signing up with Microsoft, the Username column isn't present in users' records.
• Email address
  Users' email addresses are listed on the right of usernames.
• Invited to teams
  If a user is a member of a team, this will be mentioned under Invited to teams: "1 of 3", for example, which means that the user has already joined one of the three teams allowed by their subscription plan.
• Subscription
  Users' subscription plans are specified here.
• Subscription key
  In this column, an admin can see subscription keys assigned to users.
• Subscription status
  To learn whether a user's subscription is active or not, take a look at Subscription status.
  Tip. If a user's subscription is expired, this user's whole record turns red.

You can filter users' records by both a subscription status (Active or Expired) and a subscription key. To start filtering, click the icon shown in the screenshot below:

To easily find a user among the others in the list, use the search box:

How to create user accounts

Being an admin in a company or team account that was created via signing up with email, you can create a user account by following these steps:

1. Go to the Users section in the Shared Email Templates app and click Create User at the top of the pane:



2. A sidebar with the form to be filled in will appear:
   
   Fill in all the fields in the Account section.
Tip. You can also use Azure Active Directory to look for users' details. Just click this icon:

3. Click the Subscription key field to assign a key to the user.
   
   A list of available subscription keys will be shown in a pop-up window so that you can select the right key.
   Tip. If you have recently bought some subscriptions and want to add the key associated with them to the list, go to Account Details in the Shared Email Templates app and click the Add Key icon at the top of the pane:
   
4. To let the user join the necessary team(s) right away, click the Add to Team button:
   
   In the Add to Team dialog, select the team(s) of interest, choose a role that the user is supposed to take on there (User or Editor), and click Add:
   
5. When you're done with the Create user form, click the Create button:
   

As soon as you create the user account, the user will receive a notification email that will ask them to sign in to their Shared Email Templates account with their email address and a one-time password.

Note. When trying to sign in to their account for the first time, the user will be requested to accept the Shared Email Templates Terms of use and Privacy policy:

The user will also be asked to change the password that was assigned to them temporarily:

How to import users from Azure Active Directory

To start importing from Azure Active Directory, click Import Users from AD at the top of the Shared Email Templates pane:

Then sign in to your Microsoft work or school account via the Microsoft dialog that will appear. In the Import users dialog, select those of your colleagues whom you want to join your company or team account and click the Import button.

To change a subscription key assigned automatically, use any of the two following options available in the More menu: Assign Key or Assign Key to Selected Users.

How to import users from a CSV file

Being an admin of a company or team account created via signing up with email, you can create user accounts at one go by importing users' records in bulk:

1. Prepare a CSV file containing a table that has the following columns: FirstName, LastName, Username, Email, and Key. Optionally, you can include three more columns: Password, Teams, and Permissions.
   Note. If several teams are intended for one and the same user and therefore should be listed within the same cell, separate their names with a semicolon. For example, "Sales;Support".
   Note. If a user is supposed to have different roles in the teams they're going to join, type in user permissions in the same order as the corresponding Teams using capital letters: U for User and E for Editor. Separate the letters standing for permissions with a semicolon. For example, "U;E" for "Sales;Support".
   
2. On filling in your table with all the necessary data and saving your file, go to the Users section in the Shared Email Templates app and click Import Users at the top of the pane:



3. Select the file you need.
4. Users' data will be imported into your company or team account and added to the list of users. A message notifying you of the importing results will appear in a pop-up window:
   
   Click OK.

How to edit user profiles

To make some changes to a user profile, go to the Users section in the Shared Email Templates app and click a row containing the user's data. The user profile will appear on a sidebar so that you can correct the user's first and last name, assign a new key, create and edit custom profile properties, add the user to a team, change their role there, and drop the user from a team if needed:

You can also get access to editing a user profile, assigning a subscription key, and editing custom profile properties via the More menu in the users' list. To open this menu, click the three dots next to a user's full name:

How to delete user accounts

To delete a user account, click the three dots that are on the right of the user's full name in the users' list and opt for Delete:

Alternatively, select a user in the users' list and click Delete at the top of the Shared Email Templates pane.

How users can edit their profiles

In accounts created via signing up with email

To open your profile, click the three dots in the lower-right corner of the Shared Email Templates pane, and then select Profile:

There are four sections in your profile: My Account, My License, My Properties, and My Teams.

1. Click the Edit Account icon if you want to change your name, email, date of birth, or password. You can also choose between two macros styles: Default and Dashed, subscribe to Ablebits newsletters, and check whether the Use single sign-on (SSO) where possible option is selected.
   Note. Checking the Use single sign-on (SSO) where possible option in your profile enables the single sign-on feature (SSO). As a result, Shared Email Templates will require you to authenticate just once, and then you can insert images or attach files from OneDrive and SharePoint without repeated authentication checks.

   To learn more, visit these help pages:
   Inserting images from OneDrive and SharePoint: SSO
   Attaching files from OneDrive and SharePoint: SSO

2. To copy your subscription key, click the Copy the key to clipboard icon.
3. To see the properties of your account and add new ones, click the Edit properties icon.

In accounts created via signing up with Microsoft

You can open your profile by clicking the three dots in the lower-right corner of the Shared Email Templates pane and selecting Profile:

Your profile has four sections: My Account, My License, My Properties, and My Teams.

1. Click the Edit Account icon if you want to change your first or last name, switch from the Default macros style to the Dashed one, make sure that Use single sign-on (SSO) where possible is on, enter your date of birth, and allow Ablebits to send you newsletters.
   Note. Checking the Use single sign-on (SSO) where possible option in your profile enables the single sign-on feature (SSO). As a result, Shared Email Templates will require you to authenticate just once, and then you can insert images or attach files from OneDrive and SharePoint without repeated authentication checks.

   To learn more, visit these help pages:
   Inserting images from OneDrive and SharePoint: SSO
   Attaching files from OneDrive and SharePoint: SSO

2. You can copy your subscription key by clicking the Copy the key to clipboard icon.
3. To see the properties of your account and add new ones, click the Edit properties icon.