5 User Administration

As a network manager, you have access to tools that allow you to control user account creation, oversee user activity, and track the growth of your network. Read on for information about:

User Registration

Network managers can select from a few different options for user registration, as described in the Network Options chapter of this guide. Depending on the setting, users may be added to the network

A) through self-registration

B) by an existing user on the network

C) by a network administrator

Here we’ll talk about option C): adding users as a network administrator. To add a new user, you can follow these steps:

  1. Access the Network Admin dashboard
  2. Go to Users > Add New from the left sidebar menu
  3. Enter a username and the email address of the new user, then click Add User 
The Add New User form with email and username filled in

After you’ve clicked Add User, a message will be sent to the email address you entered asking the user to reset their password. Any user added via this form will appear automatically in your User List; they won’t be asked to confirm their account to complete registration.

NOTE: Users can also be added to a book by a book administrator to existing books if certain user registration settings are enabled. If this is the case, users can be sent confirmation links which they must click before their account is completely registered. For more information on this process, see our general user guide chapter on Users and Collaborators.

Prefer to watch and learn? Check out this video tutorial:

User List

The User List provides you with a filterable, sortable list of all the users on your network. It lets network managers quickly see data such as user credentials, registration dates, the date of a user’s most recent log in, how many books a user belongs to, and what roles they hold in books across the network. In addition, the User List allows you to navigate to each account’s User Info page, which provides additional information about that user’s activity on the network. Find the User List by going to Users > User List from the left sidebar menu of the Network Admin dashboard.

How to Utilize the User List

The user list with three results

You can navigate to the User List from the Network Admin dashboard. Just hover over Users in the left sidebar menu and click User List. On the User List, you’ll first see a statement of the exact number of users on your network, and the timestamp for when the information in the table was last updated.

You’ll then see a number of filters, and a table that lists all the users on your network sorted according to their registration date. For each user, you’ll have access to the following information:

  • Username
  • Name (if available)
  • Email
  • Registration date
  • Last login
  • Belongs to X books
  • User roles
    • Admin
    • Editor
    • Author
    • Contributor
    • Subscriber

Each of the above details is a sortable column in the User List. Click the column title to sort all results in the User List by that column. Click the column title again to reverse the flow of the order. When a column has been ordered in reverse, the arrow next to the column will point downwards instead of upwards.

Registered column sorted in reverse

Navigating the List

Because so much information is being made available in this table, it may not all fit on your screen. We’ve enabled the following features so that you can adjust the table and view all content per your needs:

  • Horizontal scroll: Using your trackpad or the scroll bar at the bottom of the list, scroll sideways to see more columns in the table.
  • Adjustable column width: To increase or decrease the width of a column, hover your cursor between that column and the next. A left-right arrow will appear so that you can shorten or lengthen the column to your needs.
  • Movable columns: Move columns that you know you want to see regularly further left so that you can always view them without scrolling. The columns are sticky, so they’ll stay where you put them. (NOTE: This behavior may be affected by your browser settings.)
  • Adjustable page size: You can control how many results are displayed at once on your screen using the Page Size dropdown menu at the bottom of the User List. Choose whether you’d prefer to see 10, 25, 50, or 100 results at once. Subsequent results will be paginated.
  • Search: If you have the username or email address of the user you are looking for, enter it into the search bar to search the full user list. Please note that the search function overrides all enabled filters. You cannot search only within filtered results.

Exporting Results

You can export a CSV file of your user list which can be downloaded to your computer to be viewed and sorted. To do so, click the Download CSV button beneath the filter panel.

The Download CSV button on the User List page below the filter panel

NOTE: The Download CSV button applies any filters you’ve entered to the exported file, but does not apply them to the User List table in your browser. This means that results on your webpage may be different from those in your CSV file if you have changed any settings before exporting the CSV file.

If you want to ensure the results in your webpage match the results in your CSV file, make sure that you’ve clicked Apply Filters before you click Download CSV.

Once results are exported and downloaded to your device, you can open them in any common spreadsheet applications, like Microsoft Excel or Google Spreadsheets.

User Info & Account Settings

Beneath each username on the list is a set of links that give you access to each user’s book activity and account settings.
An entry on the User List

  • Info: Links to the account’s User Info page, which includes a list of the user’s role fore very book they belong to
  • Edit: Links to the account’s Edit User page, which displays all of the user’s profile settings and account management tools
  • Delete: Allows you to permanently delete the user from the network

User Info

Click the Info link below the respective username on the User List. The User Info page provides you with additional details about the user and their books. The following information is displayed in a panel at the top of the page:

  • Username
  • Name
  • Account creation timestamp
  • Last login
  • Total number of books they belong to
  • Total number of revisions made by that user on the network

In addition, each of the books that the user belongs to will be listed below, in sections determined by their role in the book: Administrator, Editor, Author, Contributor, or Subscriber.

User Info page with list of books

Each book the user has any role in will be listed. The following details about the book will also be available:

  • Title
  • URL
  • Revisions made
  • Date of last revision

You can click the URL for the book to be taken to its webbook homepage.

This page also gives you access to two other options: Edit This User and Back to User List. 

Click the Edit This User button beneath the User Info panel to be taken to the user’s profile information. Here, you can view any additional information about the user, such as their email address, contact info, and any other details they’ve added about themselves. You can also access the option to manually reset their password from this page.

Select Back to User List to be taken back to the main User List page.

Edit This User and Back To User List buttons on the User Info page

Edit User

Click the Edit link below a username to access that account’s Edit User page. The Edit User page includes all of the profile settings that the user has selected, including those such as their admin color scheme, profile picture, contact information, and more.

Profile settings for a Pressbooks user

Deleting a User

Users on Pressbooks can be permanently deleted only by a network manager. If you need to delete a user, or if a user requests that their account is deleted, click the Delete link below their username on the User List.

You’ll be directed to a confirmation page. If the user had any existing projects on the network, you’ll be presented with the following question: What should be done with the content owned by username?

Select from one of the two options:

  • Delete all content
  • Attribute all content to yourself (or another user)

Once this is complete, you can click the Confirm Deletion button. The user will then be permanently deleted from the network. The deletion confirmation page


User List filters

The User List comes equipped with filters that allow you to search for certain criteria within the list of users on your network. These criteria include:

  • Users added since a specific date
  • Users who have logged in before or after a specific date
  • Users who hold a specified role in a specified number of books
  • Users who have a role greater than or equal to a specified role

Filters are cumulative, meaning that if you enter a date for both “Added Since” and “Last logged in” the system will search only for results which meet both of those criteria.

You can reset the filters at any time by clicking the Reset Filters button above the table.

Filters are described in greater detail below.

Added Since

Type in a date, or select it from the calendar, to see all users on the network who have had accounts created and confirmed since that date. When you’ve chosen a date, regenerate the User List by hitting Apply Filters. This tool can be convenient when you need, for example, a full list of users added over the course of a year, or a month.

A date chosen in the Added since filter

Click the X next to the date to reset it. Use the arrows to increase or decrease the year, month, or day. Use the triangle icon to open the calendar. The circle in between the left and right icons on the calendar will set the date to the current day.

Last Logged In

This feature allows you to see users’ most recent log in date. Choose to filter by Before a specified date or After a specified date. When you’ve chosen your criteria, hit Apply Filters. This filter can be convenient for knowing which users and how many users have been active on your network within a specified time period.

"Last Logged In" filter set to "After July 17, 2019"

Click the X next to the date to reset it. Use the arrows to increase or decrease the year, month, or day. Use the triangle icon to open the calendar. The circle in between the left and right icons on the calendar will set the date to the current day.

Is ROLE in X number of books

Filter by only users which hold a specific user role in a certain number of books. User roles include, in descending level of access:

  • Administrator
  • Editor
  • Author
  • Contributor
  • Subscriber

For more information on user roles and their differences, see our user guide chapter on Users & Collaborators.

This tool can be convenient if you’d like to know more about power users of your network. In this example, you could set the user role to Administrator and the number of books to 5. Click Apply Filters and the table will show only those users which are administrators in at least five books on the network.

Another use for this tool would be to see all the users of a specific role. If, for example, you need a list of all users who are subscribed to at least one book on Pressbooks, filter by Subscriber and book.

User list filtered by Administrators in at least 5 books

Has Role

Similar to the “Is ROLE in X books” filter, this filter allows you to sort by user roles.  Sorting by this filter allows you to see all users with permissions greater than or equal to the role you’ve chosen. This can be convenient if you need to know which users have access to edit, author, or administer texts on your network. As an example, sorting by Editor would allow you to see how many users on the network are able to Add and edit posts on at least one book on the network.

The Editor and Admin columns highlighted on the User List


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The Pressbooks Network Manager's Guide by Pressbooks is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.

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