Accounts
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Accounts

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Article Summary

On the Accounts page you can create, edit, and enable or disable user accounts. You can also send password and username recovery emails; select or change the subscription plan; purchase the Accuracy Optimization Service; and enable or disable some client settings for individual users.

Accounts Page Toolbar

Accounts-toolbar-18-0-0

ActionsToolbar-Actions-icon

When one or more accounts is selected using the checkmark to the left of the list, the actions icon will appear in the toolbar. Click the icon to open a menu and select an action to take with the selected account(s). Possible actions include:

Enable Accounts

This setting will enable all selected accounts. This happens immediately after you select this option. 

  • When an account is enabled, the Enabled column on the Accounts page shows "Yes".
    • When an account is first enabled, a subscription is created in accordance with the account Plan: 
      • Accounts with a monthly "Usage" plan are billable immediately. They are billed on the 1st of the month based on client usage from the previous month.
      • Accounts with a non-usage plan become billable once the trial period (if any) has ended. Accounts are billed on the 1st of the month for the current month going forward. 
  • Changes are made asynchronously in the background, so you can do other things in nVoq.Administrator while that's happening. A notification will appear when the job is done.
  • If any of the selected accounts is already enabled, the accounts will remain enabled after selecting this option.
  • A selected account will fail to be enabled if...
    • One or more of their organizations is disabled.
    • The account has a higher Administrator Level than yours. (You can tell if someone has a higher Administrator Level than yours by looking at the Access column. Accounts listed with the word "Organization" [e.g. "Organization Customer Admin"] have a higher level than yours.)
    • The account has an Enabled Through date that has passed. When this happens, the Enabled Through date on the account must be updated before the account can be enabled. 
    • The account was auto provisioned.
  • After a failed attempt to enable user accounts, the notification message (which you can see by clicking on the bell iconNotifications-iconat the top of the screen) lists the usernames of the accounts that failed to be enabled. The failed accounts will also be listed in red text in the account list so you can easily find them.

Disable Accounts

This setting will disable all selected accounts. This happens immediately after you select this option.

  • When an account is disabled, the Enabled column on the Accounts page shows "No". An account that is not enabled cannot log in to any nVoq product.
  • Changes are made asynchronously in the background, so you can do other things in nVoq.Administrator while that's happening. A notification will appear when the job is done.
  • If any of the selected accounts is already disabled, the accounts will remain disabled after selecting this option.
  • A selected account will fail to be disabled if...
    • It has a higher Administrator Level than yours. (You can tell if someone has a higher Administrator Level than yours by looking at the Access column. Accounts listed with the word "Organization" [e.g. "Organization Customer Admin"] have a higher level than yours.) 
    • It was auto provisioned.
  • After a failed attempt to disable user accounts, the notification message (which you can see by clicking on the bell iconNotifications-iconat the top of the screen) lists the usernames of the accounts that failed to be disabled.  The failed accounts will also be listed in red text in the account list so you can easily find them.

Update Client Group

Use this option to move selected accounts to a different Client Group. 

  • When you choose this option you are taken to the Update Client Group page from which you can see the list of the accounts that you selected (if all can be displayed on the page) along with their username, first name, last name, current client group, and their access to dictation, shortcuts, or an administrator role. 
  • The maximum number of accounts that can appear on this page is the same as the number selected on the Items per Page menu. 
  • If all selected accounts cannot be displayed on the page, a message at the top of the list lets you know how many total accounts were selected and how many are shown on the page (e.g. "Update client group for 227 accounts, but only showing 96 accounts.")
  • A selected account does not appear on the Update Client Group page if...
    • It does not have Client Access.
    • It has an Administrator Role at a higher Administrator Level than yours. (You can tell if someone has a higher Administrator Level than yours by looking at the Access column. Accounts listed with the word "Organization" [e.g. "Organization Customer Admin"] have a higher level than yours.)
    • It was auto provisioned.
  • If any of the selected accounts was already in the newly selected group, they will remain in that group and still appear in the notification message as having an updated client group.

To change the client group for the selected accounts:

  1. Select a group from the Client Group menu at the top of the Update Client Group page. Only organizations below the organization selected in the organization menu at the top of the page appear in this menu.
    • Click the Expand All arrow next to the Filter to open all organizations in the menu, OR...
    • Open organizations individually, by clicking the > arrows beside organizations to view child organizations below, OR...
    • Find a particular organization in the list type part of the organization name in the Filter field at the top of the menu. Accounts-mass-client-group-select-group
  2. Click the Save button at the bottom of the screen.
    Accounts-mass-client-group-save-18-0-0
  3. A progress indicator displays the number of accounts being updated (in groups of 100 at a time). You can navigate to other pages in nVoq.Administrator while accounts are being updated. 
  4. A notification message displays when the process is complete.

Update Enabled Through

Use this option to view, change, or remove the Enabled Through Date for selected accounts

  • When you choose this option you are taken to the Update Enabled Through page from which you can see the list of the accounts that you selected (if all can be displayed on the page), along with their current Enabled Through Date (if any), and their access to dictation, shortcuts, or an administrator role. 
  • The maximum number of accounts that can appear on this page is the same as the number selected on the Items per Page menu.
  • If all selected accounts cannot be displayed on the page, a message at the top of the list lets you know how many total accounts were selected and how many are shown on the page (e.g. "Update enabled through date for 227 accounts, but only showing 100 accounts.")
  • A selected accounts does not appear on the Update Enabled Through page if...
    • It has an Administrator Role at a higher Administrator Level than yours. (You can tell if someone has a higher Administrator Level than yours by looking at the Access column. Accounts listed with the word "Organization" [e.g. "Organization Customer Admin"] have a higher level than yours.)
    • It was auto provisioned.
  • If you do not have the ability to edit ANY of the selected accounts, you will see a popup message in red that states, "Selected accounts are not editable."
  • If an attempt to change the Enabled Through date fails for some reason, the notification message (which you can see by clicking on the bell iconNotifications-iconat the top of the screen) lists the usernames of the accounts that failed to be updated.

To change the Enabled Through Date to something else:

  1. Select the calendar icon to the right of the Enabled Through field to open the calendar.
    Accounts-mass-enabled-through-calendar-18-0-0

  2. Select a new date on the calendar.
    Accounts-mass-enabled-through-calendar-select-date-18-0-0

  3. The selected date appears in the Enabled Through field. Click the Save button at the bottom of the page to change the Enabled Through date for the accounts in the list to the selected date. Changes are made asynchronously in the background, so you can do other things in nVoq.Administrator while that's happening. A notification will appear when the job is done.
    • If you're updating hundreds or thousands of accounts, the accounts are saved in groups of 100 at a time. A progress indicator displays which group of accounts is currently in progress (e.g. 101-200 of 325). You can still navigate to different pages in nVoq.Administrator while work continues in the background. A notification message is displayed when all accounts have been saved.
      Accounts-mass-enabled-through-save-18-0-0
  • To remove an Enabled Through Date for selected accounts, click the Save button at the bottom of the page with NO DATE SELECTED. The account will then have no Enabled Through Date at all.Accounts-mass-remove-enabled-through-save-18-0-0

Update Note Assist

Use this option to enable or disable Note Assist and to assign or remove Note Assist Audits from the selected accounts

  • When you choose this option you are taken to the Update Note Assist page from which you can see the list of the accounts that you selected (if all can be displayed on the page) along with their username, first name, last name, whether or not Note Assist is already enabled, and their access to dictation, shortcuts, or an administrator role. 
  • The maximum number of accounts that can appear on this page is the same as the number selected on the Items per Page menu.
  • If all selected accounts cannot be displayed on the page, a message at the top of the list lets you know how many total accounts were selected and how many are shown on the page (e.g. "Update Note Assist for 227 accounts, but only showing 96 accounts.")
  • A selected account does not appear on the Update Note Assist page if it has an Administrator Role at a higher Administrator Level than yours.

Note Assist

  • Select the Enabled checkbox to enable Note Assist for the selected accounts. If the checkbox is blank, Note Assist will be disabled for the selected accounts.
    • In nVoq.Voice, enabling Note Assist allows users to use the back quote key (by default) to run an audit of text based on categories that are configured for their organization. Enabling this feature also adds the Note Assist Hotkey setting to the Settings screen in Voice, from which users can change the default key used to initiate Note Assist. If this setting is enabled while the user is signed in to Voice, the hotkey will become enabled and the hotkey setting will appear on the Settings screen within 5 minutes. (If the Settings screen is open when this happens, the user will need to close and re-open the Settings to see the change.) If the setting is disabled while the user has the Note Assist window open, a message appears in that window stating, "Note Assist has been disabled. Please see your administrator for assistance." and button to run an audit review will become disabled. 
    • In nVoq.Mobile Voice, enabling Note Assist adds the Note Assist key to the keyboard from which users can run an audit of text based on categories that are configured for their organization. If this setting is enabled while the user is signed in to nVoq.Mobile Voice, the user should see the Note Assist button appear on their keyboard within 30 minutes.

Note Assist Audits

The checkboxes and Select All button in this area are grayed out unless the Enabled checkbox above is selected.
  • Note Assist audits that exist for the tenant are listed in this section with a checkbox beside each one. Select the checkbox next to the audit(s) that the selected accounts should use.
    • If the selected accounts should use all audits, click the Select All button. 
    • If any audits are selected, the Select All button becomes a Clear button which will deselect all selected audits.
    • If the Enabled checkbox is selected but no audits are selected, the account will see all existing audits when running Note Assist.
    • If there are no audits available for the tenant you will see a message stating, "No Note Assist Audits have been created.".

Update Note Assist for # Accounts

  • This section lists the accounts that were selected on the Accounts page list view. The Note Assist Enabled column lets you know if Note Assist is already enabled for the account.
    • If Note Assist is already enabled ("true") for any of the selected accounts, Note Assist will remain enabled if you select the Enabled checkbox.
    • If Note Assist is already disabled ("false") for any of the selected accounts, Note Assist will remain disabled if you clear the Enabled checkbox.

Save Button

  • Click the Save button at the bottom of the screen to save your changes. 
    • Changes are made asynchronously in the background, so you can do other things in nVoq.Administrator while that's happening. A notification will appear when the job is done.

Update Products

Use this option to view, change, or remove the dictation/shortcut client(s) assigned to selected accounts

  • When you choose this option you are taken to the Update Product Assignment page from which you can see the list of the accounts that you selected (if all can be displayed on the page) along with their currently assigned clients and their access to dictation, shortcuts, or an administrator role. 
  • The maximum number of accounts that can appear on this page is the same as the number selected on the Items per Page menu.
  • If all selected accounts cannot be displayed on the page, a message at the top of the list lets you know how many total accounts were selected and how many are shown on the page (e.g. "Update products for 227 accounts, but only showing 100 accounts.")
  • A selected account does not appear on the Update Products page if it has an Administrator Role at a higher Administrator Level than yours.

To change the assigned products to something else:

  1. Put a checkmark next to the Product(s) to which these users should be assigned. The client(s) you select will REPLACE any clients to which the user is currently assigned.
  2. Click the Save button at the bottom of the page to change the assigned products for the accounts. Changes are made asynchronously in the background, so you can do other things in nVoq.Administrator while that's happening. A notification will appear when the job is done. If you're updating hundreds or thousands of accounts, the accounts are saved in groups of 100 at a time. A progress indicator displays which group of accounts is currently in progress (e.g. 101-200 of 325). You can still navigate to different pages in nVoq.Administrator while work continues in the background. A notification message is displayed when all accounts have been saved.  

Accounts-mass-products-save-18-0-0

  • Selected accounts do not appear on the Update Product Assignment page if you do not have the ability to edit them because they have a higher Administrator Level than yours. You can tell if someone has a higher Administrator Level than yours by looking at the Access column. Accounts listed with the word "Organization" (such as "Organization Customer Admin") have a higher level than yours.
  • If you do not have the ability to edit ANY of the selected accounts, you will see a popup message in red that states, "Selected accounts are not editable."
  • If an attempt to update products for users fails for any reason, the notification message (which you can see by clicking on the bell iconNotifications-iconat the top of the screen) lists the usernames of the accounts that failed to be updated.

DeleteToolbar-Trash-icon

When one or more accounts is selected using the checkmark to the left of the list, the trash can icon will appear in the toolbar. Click the trash can icon to delete the selected accounts.

  • A selected account will fail to be deleted if...
    • It has a higher Administrator Organization than your own. (You can tell if someone has a higher Administrator Level than yours by looking at the Access column. Accounts listed with the word "Organization" [e.g. "Organization Customer Admin"] have a higher level than yours.)
    • It was auto provisioned, UNLESS the account is disabled. Auto provisioned accounts can only be disabled via the SSO provider or by disabling one or more of the user's organizations. 

Email AccountToolbar-Envelope-icon

When one or more accounts is selected using the checkmark to the left of the list, the envelope can icon will appear in the toolbar. Click on the envelope icon to send a username reminder email or a password reset email to the selected accounts.

NewToolbar-Add-icon

Click on the plus symbol to create a new user account.

UploadToolbar-Upload-icon

Click on the upload icon to upload a spreadsheet that will add multiple user accounts at once.

DownloadToolbar-Download-icon

Click on the download icon to download a .csv file that includes selected accounts or all user accounts in the organization.

If on the Edit Account page, the Download option will download a .csv file that includes just the one account shown on the page.

Support CenterToolbar-QuestionMark-icon

Click on the question mark icon in the blue bar to go directly to the online documentation for the Accounts page. (The black question mark icon at the top right goes to the nVoq.Administrator main help page.)

Searchgeneric-search-field

Use the Search field near the top-right to find accounts using information in columns visible on the page (except First Login and Last Login). 

  • A minimum of two (2) characters must be entered to initiate a search.
  • The search field is case insensitive.
  • Each search initiates a new request to the server to look through all accounts in the selected organization, and the total number of matching items found displays in the upper-left corner below the toolbar. Results may be spread across multiple pages.
  • The search text you entered, matching results, and the page of results you were viewing persist on the Accounts page even if you go to another page and then return, or sign out and sign back in.
  • If columns on the page change (using Customize Columns) after you have entered search criteria, a new request is sent to the server to search through all accounts in the selected organization.

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Customize ColumnsToolbar-CustomizeColumns-icon

Click on the tool icon to open the Customize Columns window where you can select which columns you want to display in the list view, as well as customize the order in which they appear.

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In the Customize Columns window:

  • Columns appear in this window in the order that they appear in the list view.
  • Use the checkbox next to the column name to add or remove columns from the list view. At least one column must be selected in order to save your changes.
    Accounts-CustomizeColumns-display
  • Use the grab iconGrab-icon to drag and drop columns into the order in which you want them to appear in the list view.
    Accounts-CustomizeColumns-order
  • Use the Reset Columns button to reset columns back to the default columns and order. When this button is clicked, the Customize Columns window closes automatically and the default columns are displayed in the list view.
  • Use the Cancel button to close the Customize Columns window without saving changes.
  • Use the Save button to save any changes you made to the columns that display and/or their order in the list view. Saved changes are immediately visible in the list (you do not need to click the refresh icon). The column selection and order is remembered when you navigate to other pages in nVoq.Administrator, and when you log out and log back in.
  • Once columns have been customized and saved, the Customize Columns window lists the columns that display on the page at the top of the list, and the columns that are not displayed are listed alphabetically below.


Items per Page

The number of accounts in the organization selected or that meet search criteria may display on multiple pages. You can configure the number of accounts that display on each page using the Items per Page menu, and navigate through the pages using arrows at the bottom of the page.

  • The number of accounts that display in the list view can be configured on the Items per Page drop-down menu at the bottom-right of the page. 
    • Options are 25, 50, 100 (default), 150, or 200. 
    • The number selected here is retained when you navigate to different pages in nVoq.Administrator and when you sign out and sign back in. 
    • This selection will also be used on all other pages in nVoq.Administrator that have pagination.
  • To the right of the Items per Page menu is the number of accounts currently displayed on the page next to the total number of accounts in the selected organization or that meet search criteria (e.g. 1-100 of 4227). 
    • You can navigate through the pages of accounts by using the arrows at the bottom-right of the page:
      | (go to first page),  (go to previous page),  (go to next page), ⟩| (go to last page).



Accounts Page Columns

The columns that display in the list view by default are: Username, First Name, Last Name, Client Group, Access, Enabled, Trial, and the Actions menu. You can view additional columns and change the order in which they display in Customize Columns window. Additional columns include: Admin Organization, Admin Role, E-mail, Enabled Through, First Login, Last Login, Note Assist Enabled, and Products. See an explanation of each column below.

  • Data in the list view can be sorted on any column by clicking on a column header. An arrow displays next to the column header currently used for sorting. By default accounts are sorted by Last Name.
  • Sorting of data in the list view is updated when a new column is selected or when a different organization is selected from the organization menu. These actions make a webservice call to the server to return data for all accounts in the selected organization. 
  • Page and scroll location in the list view is remembered and restored when going back to the Accounts page after viewing another page in nVoq.Administrator.

Account Icon / Checkbox

Hover your mouse over the account icon Account-icon and click to put a checkmark in the box to select the account in order to perform an action on it from the blue toolbar. Once selected, the row turns green and has a checkmark on the left. Row selection is cleared when viewing a new page of data, selecting a different organization from the organization menu, or when the sorting is changed.

  • You can select multiple accounts by clicking on each icon and then perform actions available from the icons in the blue toolbar on all selected accounts.
  • You can select all accounts in the list by putting a checkmark in the box on the left side of the column headers (above the account icons). 
    • When you select this box, if there are more items in the organization or that meet current search criteria than are displayed on one page, a message appears near the top of the page letting you know that all the items displaying on the page have been selected, and giving you the option to select all items on all pages instead. (This message does not display if the total number of items is less than or equal to the number of items selected.)
      Accounts-select-all-users-checkbox-18-0-0
      • Click the text that says, "Select all # items" to select all items in the organization or that meet current search criteria. 
        Accounts-select-ALL-all-18-0-0
      • Once all items on all pages have been selected, you can click "Clear selection" to clear all selected items.
        Accounts-select-ALL-all-CLEAR-18-0-0
  • If a selected account has access at a higher Administrator Organization than your own, you can still send a username or password email but you cannot make changes to the account.
  • If a selected account was auto provisioned, you can make some changes (like sending username or password emails or updating Note Assist or Products), but not others (like enabling or disabling the account, updating the Client Group, etc.).
    • If you select multiple accounts to enable, disable, or delete and any of them cannot be changed by the option you select, those accounts will be skipped and you will see a notification letting you know which accounts were successfully changed and which accounts could not be.
      Accounts-message-could-not-be-deleted
  • Accounts created on the Provisioning page cannot be selected.

Username

This is the username for the account that is used to sign in to nVoq products. 

  • Accounts created on the Provisioning page are not able to sign in or use nVoq products. Usernames for these accounts start with provision_.

First Name

This is the given name of the user who holds this account.

  • Accounts created on the Provisioning page have the first name listed as Provisioning.

Last Name

This is the surname or family name of the user who holds this account.

  • Accounts created on the Provisioning page have the last name listed as User.

Client Group

This column lists the organization(s) in which this user has Client Access. The organizations you can see here depend on your account access. For example, if you have a tenant-level account, you will see the user's company, division, and group in this column. If you have group-level access, you will only see the user's group. If no group is listed, the user does not have Client Access (cannot use dictation or shortcuts).

Access

This lists the access that this user has to dictation, shortcuts, or an Administrator Role.

  • Dictation - User has a subscription Plan that grants the ability to use dictation when logged in to a dictation client.
  • Shortcut - User has a subscription Plan that grants the ability to use shortcuts when logged in to a shortcut client.
  • [Organization] Customer Admin - User has an Administrator Role of Customer Administrator at the organization level listed (e.g. Tenant Customer Admin, Division Customer Admin). If the account has a higher Administrator Organization than your own account, you will just see the word "Organization" before the Customer Admin title.
  • [Organization] Shortcut Designer - User has an Administrator Role of Shortcut Designer at the organization level listed (e.g. Tenant Shortcut Designer, Group Shortcut Designer). If the account has a higher Administrator Organization than your own account, you will just see the word "Organization" before the Shortcut Designer title.
  • [Organization] Read Only - User has an Administrator Role of Read Only at the organization level listed (e.g. Company Read Only, Division Read Only). If the account has a higher Administrator Organization than your own account, you will just see the word "Organization" before the Read Only title.
  • Tenant Provisioning Admin - This account was created on the Provisioning page for use with an identity provider and does not have the ability to sign in to any nVoq product.

Enabled

This column displays a "Yes" if the user account is active. A "No" means the account is disabled. A disabled user cannot sign in to any nVoq product. 

  • Accounts auto provisioned via Okta that are "suspended" in Okta will still be "enabled" in nVoq.Administrator. Suspended Okta accounts cannot sign in to any nVoq product using the Okta sign on method. They could still sign in to nVoq products using their nVoq username and password, however.
  • Accounts auto provisioned via Okta that are "disabled" in Okta are automatically disabled in nVoq.Administrator.

Trial

This column displays a "Yes" if the user account is within a trial period. A "No" means the account is not within a trial period and may be billable.

Auto Provisioned

This column displays a "Yes" if the user account was created via an SSO provider. An existing account may be updated via SSO provider and will be marked as "auto provisioned" in that case as well. These accounts cannot be updated using mass edit options Enable/Disable, Update Client Group, or Update Enabled Through. These accounts cannot be deleted unless they are disabled (which must be done either via the SSO provider or by disabling their entire organization). The following settings for auto provisioned accounts are managed via SSO provider and cannot be updated in nVoq.Administrator: Username, First Name, Last Name, Email Address, Enabled status, Enabled Through date, Client Access, and Client Group.

Admin Organization

This column can be displayed in the list by selecting it in the Customize Columns window. 
This column lists the organization to which this account Administrator Role (if any) has access. The lowest level organization listed is the highest level that the user's role can access. For example, if there is a group organization included in this column, the user's Administrator Role can only access that group and no higher. 

The column will only list organizations (up to tenant) to which your account has access. For example, if you have a tenant-level account, you may see the company, division, and group. If you have a system-level account, you may see the tenant, company, division, and group. If you have group-level access, you may only see the group. If the user has access at a higher organization level than you do, you will only see the word "Organization" in this column.

Admin Role

This column can be displayed in the list by selecting it in the Customize Columns window. 
This is this account's role in nVoq.Administrator (if any) and the organization level to which the role has access (e.g. "Division Customer Admin"). If the user has access at a higher level than you do, you will only see the word "Organization" instead of the level (e.g. "Organization Customer Admin").

E-mail

This column can be displayed in the list by selecting it in the Customize Columns window. 
This is the email address that is configured on the Add/Edit Account page for the account. This is the email address used for automated password reset and forgotten username retrieval.

Enabled Through

This column can be displayed in the list by selecting it in the Customize Columns window. 
This is the expiration date for the account (if any). The account will become disabled on the date listed (at the end of the day). 

First Login

This column can be displayed in the list by selecting it in the Customize Columns window. 
This is the first date this user logged in to a dictation or shortcut client with this account.

Last Login

This column can be displayed in the list by selecting it in the Customize Columns window.  
This is the last date the user logged in to a dictation or shortcut client with this account.

Note Assist Enabled

This column can be displayed in the list by selecting it in the Customize Columns window.  
This column indicates whether or not the account has access to the Note Assist feature in nVoq.Voice and nVoq.Mobile Voice (Yes or No).

Products

This column can be displayed in the list by selecting it in the Customize Columns window. 
This column lists the dictation or shortcut client(s) that this account is assigned to use. Non-nVoq clients should have "nVoq.SPS (APIs)" listed.

Actions

Click on the actions iconAccounts-actions-iconnext to an account in the list to open a menu and select an action to take with the account listed on that specific row. Possible actions may include:

  • View Account: Open the account to see details, but not make changes. If your account has an Administrator Role of "Read Only" you will only see this option on the Actions menu. Accounts created on the Provisioning page will only have this option.
  • Edit Account: Open the account to see details and make changes. See Edit Account. You will not be able to edit an account with a higher Administrator Organization than your own. If you click on the Edit Account option for an account with a higher Administrator Organization than your own, all of the options on the Edit Account page will be grayed out.
  • Send Username Email: Send a username retrieval email to the user's email address that is associated with the account. See Send Username Recovery Emails.
  • Send Password Email: Send a password reset email to the user's email address that is associated with the account. See Send Password Recovery Emails.
  • Delete: You will not be able to delete an account with a higher level Administrator Organization than your own. Accounts that were auto provisioned cannot be deleted unless they are disabled. (Auto provisioned accounts must be disabled via the SSO provider.) The Delete option is grayed out in those instances. See Delete Account.