Users

Users may be assigned Application, Document, Template, and Integration Permissions to access and work with the functional areas in Upland Qvidian. These permissions may be assigned to roles or to individual users. If you are going to assign permissions only at the role level and all users will be assigned to one or more roles, then you do not need to assign permissions at the individual user level. Adding users in Upland Qvidian is dependent upon the number of available licenses. It is recommended work out this relationship prior to user and role configuration. All users, as a rule, are already assigned to the Everyone role. This role cannot be removed from any user. Users may be assigned to multiple roles. You can also apply system permissions to individual user profiles in much the same way as you do for a role. If you are going to assign permissions only at the role level and all users will be assigned to one or more roles, then you do not need to assign permissions at the individual user level. For more information, see Roles.

Work with the Users grid

Search users

To search for a user, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
To re-display all records in the grid, delete the entire entry in the box by clicking the X.

Export to Microsoft Excel

To export a Microsoft Excel report on specific users, select the checkboxes of the desired users and click the Export icon. The file will automatically begin downloading.
To export a Microsoft Excel report on all users: simply click the Export icon without selecting any checkboxes. The file will automatically begin downloading.

Filter the grid

Use the advanced filters to display specific records quickly on the grid.

Hover over the column header until you see the Filter icon appear.
Click the Filter icon to display the following dialog to set filtering parameters:
- Text Columns: Select either Contains All, Contains Any, Matches Any, Matches Exactly, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Does Not Contain, and Matches Any operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value.
- True/False Columns: Select either the Is True or Is False radio button.
- Numeric Columns: Select either Equals, Greater than, Less than, Greater than or equal to, Less than or equal to, Not Equal to, Between, Matches Any, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending values of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
- Date Columns: Select either On, After, Before, Between, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending dates of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
Click Apply.

Tip: To clear the filter, click the Clear Filter Clear filter icon icon in the header, and then click Clear. You can also click out of the filter dialog to close it.

Sort columns

To sort columns chronologically or alphabetically, click the column header name. The records will display in ascending order.
To switch from ascending to descending order, click the selected column header name again.

Customize columns

You can show, hide, and order columns to display on the grid.

Click the Customize Columns icon in the top right corner of the grid to display the Columns dialog. The "Manage Columns" dialog will appear.
To filter the column list, enter text into the Available Columns search box.
Select your desired column(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records. Select the Select All option from the More Options menu to enable all the columns and use the Left and Right icons to move the columns between the Available and Selected columns to determine which columns will be displayed on the grid.

Note: Administrators can display the following columns in the Users grid: Locked Out, Last Name, First Name, Login Name, User ID, Partner Name, PA, PS, Last Activity, Salutation, MI, Title, Address 1, Address 2, City, State, Zip, Country, Phone, Fax, Email, Manager Name, Manager Email, Last Password Change, Next Password Change, Password Reset, Date Created, Region/Business Unit.

To determine grid order: drag and drop any Selected Columns, select specific column checkboxes and use the Move to Top or Move to Bottom options from the More Options menu, or select specific column checkboxes and use the Up and Down icons to order the columns.
Click Restore Default to return to the default settings.
Click Save to save the changes and close the dialog box or Cancel to close without saving changes.

Navigate pages

At the bottom right of the grid, use the page scrolling controls (First page, Previous page, Next page, Last page) to move between pages of records in the grid.

Display grid rows

At the bottom right of the grid, use the "Rows per page" dropdown menu to select the number of rows that you want to display on the grid.

Select grid rows

Select your desired grid row(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records.

View active / inactive users

To only view active users, select Active Users from the View dropdown menu.
To only view inactive users, select Inactive Users from the View dropdown menu.

Default v Compact column mode

You can switch between the default and compact column modes. Unless updated, the grid will remain in default mode. Compact mode shortens the height of the grid rows.

To switch between the modes, go to My Preferences within the header Profile menu and select the Default and/or Compact radio buttons.

Limited collaborators

Limited Collaborator allows you to either participate in RFP projects, participate in review jobs, or both. Qvidian does not set those permissions automatically, so the admin must set them. Those users don’t see the Home page, and instead are taken directly to either their RFP Projects or Review Jobs (based on their permissions and settings). These users are typically Subject Matter Experts (SMEs) whose role in the content management and project process is to review or approve content. Administrators may want to make a user a limited collaborator to simplify the user's experience. To make a user a limited collaborator, select the "Apply Limited Collaboration Permissions" permission. When it is selected, the additional permissions available to assign are limited to the following:

Transfer Assigned Questions to other Users
Use Project Documents
Allow user to Preview HTML
Allow user to send new RFP slices out to a contributor outside of the project
Allow user to perform content review tasks
Allow user to be added as a Participant in Projects
Allow user to perform inline editing in NEW Projects (Only applicable for Word Projects; Not Excel)
Use AI Assist to revise their assigned answers and share prompts with other users.

Note: This permission will not be selected when the "Enable All" option is selected.

Note: This permission is not available to ProSearch users.

ProSearch

ProSearch is a limited Upland Qvidian license with limited access to specific features for users who primarily work with content in the library and answer assigned questions in created documents. Administrators can assign a ProSearch license to users or roles by selecting ProSearch as the product in user properties under Role Memberships or in the role properties under Role Information.

Examples of ProSearch users include:

Subject Matter Experts (SMEs) could use it to easily respond to questions assigned to them from an RFP created document and/or submit new content suggestions.
Sales Reps may use it for general consumption of content needed in interactions with prospects.
Users who need access to library but no automation.