How to set up a new admin user

Leo Comia Updated by Leo Comia

This article outlines the steps required to set up a new Admin user in Prompt.

Permissions Required: Prompt Admin or User Admin

Steps to Create a New Admin User

  1. To create a user, go to Admin -> Manage Users, select Add New User
  1. In the User Role drop-down, select Admin 
  1. Select an expiration date when the user will automatically disable. This is optional.
  1. Enter the following fields:
  • Display Name - The name of the user to be displayed when editing a document and in all reports
  • Email Address - Every user must have a valid email address.  This will be used to log in to Prompt and send email notifications
  • Phone Number - Optional - used to enter the phone number to contact the user
  • Position - Optional - used to describe the position of the user in the organisation
  1. It is not necessary to enter a password; the user will receive an email with the instructions to create their password once the user's setup is complete. Proceed by selecting the Next button.
  1. The next step is to set the user organisation access by choosing a department and a section.

Users initially will only be able to search documents from the department they are assigned to by default.

The following options are already toggled ON for Admins:

  • Cross Organisational Search - Enables a user to search for documents in other active organisations in Prompt
  • Reporting Access - Enables a user to generate reports in their organisation
  • Department Access - Access to all departments, even Restricted ones.
  1. Select the Next button to proceed.

The next step is optional; if this user was created to be a Document Approver, their approval notification settings may be overridden. By default, each approver will receive approval notifications according to the default settings for their organisation. It is possible to configure to receive a notification immediately when approval is needed, and/or receive a weekly summary report with all pending approvals.

  1. Select Submit to create the user.

The user will receive an email with the instructions to set up their password and log in to Prompt.

This process does not provide access to higher-level functions; this is done by Managing User Profile Permissions

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