Lite users can only be created by users who have administration rights to create new users.
To create a Lite user from the Entity Screen, first click on Resources and select Entities.
Select the Entity that you wish to associate the Lite user with. On the Entity details screen click the Activate Lite User button to add a new lite user to the entity.
Clicking that button will activate the lite user as long as there is an email filled in for this Entity.
Once the lite user has been added then the detail screen will indicate that the User is a Lite User in a tab below the Entities details tab.
From here you can:
- Change the lite users password.
- Suspend the lite user – which temporarily deactivates their account, but still uses a lite users licence
- Retire the lite user – which deactivates the account but no longer uses a lite user licence.
- Change the Lite Use Access Rights - There are two options for this, Lite User, which means the user has rights only to Actions/Checklists assigned to them, and Team Leader, which means this Lite User has access to every Action/Checklist assigned to any Lite User associated with this entity.
Clicking on tools allows you to
- Generate a Random Password, which generates a new password for the user and then emails it to them.
- Send welcome email – Which sends a welcome email to the user with some instructions on how to log into Folio for the first time.
You can also modify the lite users Email, Name and Business Unit of the Lite user.
Sending the welcome email or generating a random password is necessary for the user to begin using Folio. If you need to send the welcome email or generate random passwords in bulk, click here.
Note: An entity can have many Lite Users associated with it, as long as each one is attached to a different contact for that entity.
If you don't want to create a Lite User for the entity itself but instead for a Contact on that Entity, then you can do this by going to the Contact list for that Entity, then click on the Contact you want:
Then the process is the same as above:
Lastly you can also create a Lite User from an Entity or Contact while creating the Entity/Contact. To do this while creating the Entity, at the top of the screen there is a field labelled Lite User. Set this to Yes, then select the level of Access Rights you want:
The rest of the process is the same as creating a normal Entity. The process is the same for Contacts.