Accounts
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Accounts

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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

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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. 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.
    • Selected accounts 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. 
    • 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. 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.
    • Accounts will fail to be disabled if 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" [e.g. "Organization Customer Admin"] have a higher level than yours.) 
    • 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 along with their username, first name, last name, current client group, and their access to dictation, shortcuts, or an administrator role.
    • Selected accounts do not appear on the Update Client Group page if they do not have Client Access.
    • Selected accounts do not appear on the Update Client Group page if they have an Administrator Role at a higher Administrator Level than yours.
    • 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
    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, along with their current Enabled Through Date (if any), and their access to dictation, shortcuts, or an administrator role.

  • 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
    2. Select a new date on the calendar.
      Accounts-mass-enabled-through-calendar-select-date
    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
  • 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
  • Selected accounts do not appear on the Update Enabled Through page if you do not have the ability to edit them because they have a higher Administrator 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 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.

Update Note Assist

This setting is not applicable for SayIt. 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 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. Selected accounts that have a higher Administrator Level than yours will not be included on the Update Note Assist page.

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. If there are no audits available for the tenant you will see a message stating, "No Note Assist Audits have been created.".
  • 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.

Update Note Assist for # Accounts

  • This section lists the accounts that were selected on the Accounts page list view. The Note Assist Enabledcolumn 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 Savebutton 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 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 along with their currently assigned clients and their access to dictation, shortcuts, or an administrator role. 

  • 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

  • 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.


Delete Toolbar-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 account(s).

Email Account Toolbar-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 IF the logged in user has the ability to make changes to the accounts. Click on the envelope icon to send a username email or a password email to the selected account(s).

New Toolbar-Add-icon

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

Upload Toolbar-Upload-icon

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

Download Toolbar-Download-icon

Click on the download icon to download a .csv file spreadsheet that includes all user accounts in the selected organization or accounts included in search results. 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 Center Toolbar-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.)

Search generic-search-field

Use the Search field near the top-right (in the gray area) to search for an account by information in the any of the columns visible on the screen. Enter all or part of a word or name.

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Accounts Page Columns

Accounts-columns 

The list on this page can display up to 10,000 items (accounts). If you see an item count of 10,000 on a page, there may be more accounts that are not included in the list. You could use Search or view a lower-level organization with less data to find specific accounts that may not be displayed. 
Click on any column header on the page to sort information in ascending or descending order. The sort order is retained after selecting a different organization in the organization menu. Additionally, sorting and scrolling location are remembered when leaving and returning to a page, even if you log out and back in. 

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.

  • 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).

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  • If an account has a higher Access Level Admin Role than your own account, you can still select the account the send username or password emails. However, you cannot delete an account with a higher Access Level Admin Role than your own account. If you select multiple accounts to delete and one of them has a higher Access Level than your own account, that account will be skipped and you will see a notification letting you know which accounts were successfully deleted and which accounts (if any) could not be deleted.

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Username

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

  • You can use the Search field near the top-right (in the gray area) to search for an account by information in the columns on the screen, including Username.

First Name

This is the first name of the user who holds this account. You can use the Search field near the top-right (in the gray area) to search for an account by information in the columns on the screen, including First Name.

Last Name

This is the surname of the user who holds this account. You can use the Search field near the top-right (in the gray area) to search for an account by information in the columns on the screen, including Last Name. 

Organization (Company, Division, or Group)

This column will be labeled with Company, Division or Group depending on what level is selected from the Organization menu at the top of the page. The column lists the organization where the account exists. If a tenant level was selected from the organization menu, the user's company organization will be listed here. If a division was selected in the organization menu, the user's group organization will be listed here. You can use the Search field near the top-right (in the gray area) to search for an account by information in the columns on the screen, including organization name. 

Access

This lists the access that this user has to dictations or shortcuts or an Admin Role. Admin Role is listed first, followed by client access (Dictation and/or Shortcut), if any.

  • 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 Admin Role of Customer Administrator at the Admin Level listed (e.g. Tenant Customer Admin, Division Customer Admin). If the account has a higher Admin Level than your own account, you will just see the word "Organization" before the Customer Admin title.
  • [Organization] Shortcut Designer - User has an Admin Role of Shortcut Designer at the Admin Level listed (e.g. Tenant Shortcut Designer, Group Shortcut Designer). If the account has a higher Admin Level than your own account, you will just see the word "Organization" before the Shortcut Designer title.
  • [Organization] Read Only - User has an Admin Role of Read Only at the Admin Level listed (e.g. Company Read Only, Division Read Only). If the account has a higher Admin Level than your own account, you will just see the word "Organization" before the Read Only title.

You can use the Search field near the top-right (in the gray area) to search for an account by information in the columns on the screen, including the Access column. 

Enabled

This column lists a "Yes" or "No" depending on whether the user account is active (Yes) or disabled (No). You can use the Search field near the top-right (in the gray area) to search for an account by information in the columns on the screen, including the Enabled column (Yes or No). 

Trial

This column lists a "Yes" or "No" depending on whether the user account is within a trial period (Yes) or not within a trial period (No). You can use the Search field near the top-right (in the gray area) to search for an account by information in the columns on the screen, including the Trial column (Yes or No). 

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 cannot make changes. If your account has an Admin Role of "Read Only" you will only see this option on the Actions menu.
  • 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 admin role Access Level than your own. If you click on the Edit Account option for an account with a higher Access Level 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 admin role Access Level than your own; the Delete option will be grayed out. See Delete Account.