Admin Console - Users
The Users section of the admin console is where a PreVeil organization administrator can add new users, delete existing users, promote existing users to administrator status, and manage user devices.
Adding Users
To invite users into your PreVeil organization:
Click the Admin Console option in the menu bar at the top of the PreVeil browser application, and then select Users from the left-hand menu.
Click on the Add Users button.
On the Individual tab, first select the type of account you want to invite them to have: Full PreVeil or PreVeil Express.
Note: The ability to select the account type is only available on build 5.8.20 or higher (on Windows) or the 5.9.5 build or higher (on Mac). If you are on an earlier build, you will not have the option to select the account type, and the user will be invited to create the Full Account by default.
To determine which is the best account type for your user, you can review the functionality differences between a Full PreVeil account and an Express PreVeil account here.
Enter the user’s email address, first and last name, and department, and click on Create Account.
The invited user will receive an invitation email from PreVeil Admin (verification.no-reply@preveil.com) to their regular mailbox with the subject line “Your IT Administrator has invited you to join PreVeil” that will ask them to take two steps:
Download and install PreVeil.
Accept the invitation to join the organization. Accepting the invitation will be what creates their account for them.
Note: Instructions for a user invited to claim a PreVeil Express account within your organization can be found here.
Alternately, you can add a group of users, by clicking on the Group Upload tab, downloading our CSV template, filling it out, and uploading it.
If you invite someone to join your organization and that person already has an existing PreVeil account, you will see this additional message during the invitation process:
This existing user will receive an invitation in their PreVeil mailbox to subsume their existing account into the organization. Steps for subsuming the account can be found here: https://preveil.atlassian.net/wiki/spaces/ESD/pages/2627928066.
If any of your users have special characters in their name, you will need to save the file in the .CSV-UTF-8 format prior to uploading, otherwise the upload will fail.
Once the user has been added, they will show as pending until they accept your invitation to join your PreVeil organization. Once they’ve accepted the invitation, the pending badge will go away you will then be able to manage them in the Admin console.
To resend an invitation email to a pending user, click on the checkbox next to the user’s entry, and then click on the envelope icon.
Click on the Send Invites button to resend the invitation email.
When you add users, they automatically receive an email invitation to join your PreVeil organization. Users must create an account by clicking the link in this email within four weeks. If a user hasn’t claimed the account after two weeks, the account will be deleted and the administrator will need to re-invite the user.
Changing the Name on a User’s PreVeil Account
Note: This functionality is only available on the 5.8.19 build (for Windows) and 5.9.4 build (for Mac) and higher.
To change the name associated with a user’s PreVeil account:
Click the name of the user who’s name you want to change. You’ll see the name field there.
Change the name in that field, and then click on the Save Changes button.
The new name will now be reflected on the user’s account.
Changing a User’s Role
There are two role levels for PreVeil users in an organization:
Administrators are responsible for managing the PreVeil organization.
The person who creates the PreVeil organization will become, by default, it’s first administrator.
Only administrator level accounts will have access to the Admin console in the PreVeil browser application.
Only an administrator can promote a standard level user to become a co-administrator.
An administrator cannot downgrade themselves to a standard level account, but an administrator can downgrade another administrator to a standard level account.
In addition to access to the Admin console, an administrator level account will also have access to all the rest of the PreVeil application functionality.
Standard level users have access to all the PreVeil application functionality with the exception of the Admin console.
To change a user’s role in the organization from Standard to Admin:
Click the name of the user who’s role you want to change.
In the dropdown menu under Role, select Admin User.
Click the Save Changes button.
You’ll receive a notification that the user has been successfully updated.
Downgrading a Full PreVeil User to PreVeil Express
Note: This functionality is only available on the 5.8.20 build and higher (on Windows) and the 5.9.5 build and higher (on Mac).
This section will detail how to convert a Full PreVeil user within your organization to PreVeil Express. Prerequisites for the functionality are as follows:
The user is not a member of an Approval Group within your organization.
The user is not an administrator within your organization.
You must have a Full PreVeil account to be an organization administrator or to be a member of an organization’s Approval Group.
To convert a Full PreVeil user to PreVeil Express:
Click on the User’s name to bring up their account details pane. On the details pane, click on the Convert to Express button.
You will be alerted that the user will no longer have access to the PreVeil mobile and desktop applications (as Express users access in temporary web browser sessions). Click the Convert button to proceed.
The user will receive the following email in their commercial email mailbox. They should click on the web.preveil.com link in that email to proceed with the steps on their end.
They will enter their email address and click the Sign In button.
Click Continue.
It will then indicate its Awaiting Connection to a new device. The user will open their existing PreVeil account on their computer, click on the Settings wheel icon, and select the Add Device option.
Click on the Continue button.
Enter the 8 character code from the browser tab where you’re performing the conversion to the browser tab where you’re on the Add Device page, and click on the Transfer Private Key button.
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Create a password for the Express account and click Continue.
Select an authenticator method for the Express account to receive a confirmation code either via text or within the authenticator app of your choosing.
Enter the verification code you receive and click Verify.
Your account will now be converted from a full PreVeil account to a PreVeil Express account.
Please create a recovery file for this account. This file will allow you to change the account password if you were to forget it. PreVeil cannot reset this password for you.
Managing User Devices
Administrators in a PreVeil organization have the ability to lock access to PreVeil on any device within the PreVeil organization, or to delete a user’s device.
Locking a device is a temporary measure that can be reversed by unlocking.
Deleting a device is a more permanent way of removing access to the user’s account on that device.
To lock a user’s device:
Click the name of the user who’s device you want to lock.
Click on the Devices tab.
Click on the three dots next to the device you want to lock, and then select Lock from the options.
Click the Lock button to confirm that you want to lock PreVeil on this device.
You will receive a notification that the device has been locked.
If the result shows a status of Pending Locked, this indicates the device is offline and the lock command will complete when the device comes back online.
To unlock a device:
Click on the three dots next to the device, and then select Unlock.
Confirm that you want to unlock the device by clicking the Unlock button.
You will receive confirmation that the device has been unlocked.
To delete a user’s device:
Click the name of the user who’s device you want to lock.
Click on the Devices tab.
Click on the three dots next to the device you want to lock, and then select Delete from the options.
To confirm that you want to delete the user’s account from that device, click the Delete button. Remember that this is an action that cannot be undone.
You will receive confirmation that the user’s account has been deleted from that device.
Deleting Users
Administrators in a PreVeil organization have the ability to delete any existing users from that organization.
Deleting a user will allow you to repurpose their PreVeil license seat for a new user.
Deleting a user will remove all access to any data they have in their PreVeil account.
Before deleting a user, please use these steps to export any data from their account that you may want to retain: https://preveil.atlassian.net/wiki/spaces/ESD/pages/1525645349.
If the Admin Management approval group is enabled it will require the group’s approval before the user is deleted.
To delete a user:
Click the checkbox next to name of the user who you want to delete.
Click on the trash can icon.
Click Yes to confirm the deletion of the account.
You’ll receive confirmation that the selected user account has been successfully deleted.
Note: If the user you’re trying to delete is a member of an Approval Group, you will not be able to delete them. You will need to replace that Approval Group with a new one that does not contain that user, and then delete that Approval Group that the user is a member of first. You can find more instructions about replacing and deleting Approval Groups here: https://preveil.atlassian.net/wiki/spaces/ESD/pages/2425913346
Exporting Users List
To export a list of users in your organization to a CSV file:
Click on the Export Users button.
Select a location to where you want to download the file.
The exported file will provide the following information.