Magentrix Users Checklist

Essential User Management Tasks for Administrators

Foundation Setup

☐ Understanding User License Types Familiarize yourself with Employee, Partner, Customer, and Partner Account-based license types. Each type has different data access, CRM requirements, and capabilities. This foundation is critical for all other user management decisions.

☐ Configuring User Accounts Set up user profiles including usernames, security roles, contact information, CRM associations, manager assignments, and locale settings. Configuration requirements vary significantly between Employee users (no CRM associations) and Partner/Customer users (require Account and Contact records).

☐ Managing User Groups and Auto-Segmentation Create and configure User Groups for content sharing and access control across modules (LMS, Articles, Playbooks, Document Library, Engagement Pages). Set up both manual groups for specific needs and automatic groups for dynamic user segmentation based on user, account, and contact criteria.

User Creation and Activation

☐ Creating and Enabling Individual Users Master the process of creating Employee, Partner, and Customer users either manually or by converting existing Contact records. Understand license consumption, activation email workflows, and CRM integration requirements for proper data filtering.

☐ Mass User Creation with CSV FilesUse bulk user creation for large-scale Partner and Customer user deployment. Understand CSV format requirements, role assignment limitations, license consumption, and the critical warning about conflicts with automatic CRM activation.

☐ Enabling User Self-Registration Configure self-registration for Partner and Customer users including bucket account setup, default role assignment, Terms & Conditions requirements, and CAPTCHA protection. Understand the security implications and regular review requirements for self-registered users.

Advanced User Administration

☐ Configuring Team Access - Delegated User Administration Set up delegated user administration allowing Partner and Customer organizations to manage their own teams. Configure Team Manager permissions, role assignment limitations, account hierarchy access, and notification settings for scalable user management.

☐ Changing and Resetting User Passwords Implement secure password management including administrative password changes, user self-service password resets, security question configuration, and understanding the difference between direct password changes vs. reset email workflows.

☐ User Privacy and Compliance Management Understand user anonymization for GDPR compliance including the permanent nature of anonymization, automatic deactivation, license impact, and the distinction between deactivation and full anonymization based on regulatory requirements.

Critical Considerations for Each Task

License Management Integration

• Monitor license consumption for all user creation activities
• Understand how different license types affect user capabilities and data access
• Plan for license limits when implementing bulk user creation or self-registration

CRM Integration Requirements

• Employee users: No Account/Contact associations required
• Partner/Customer users: Must have proper Account and Contact record associations
• Understand data filtering implications and automatic user creation from CRM fields

Security and Access Control

• Use User Groups for granular content and module access control
• Implement appropriate Security Roles for different user types and business needs
• Regular auditing of user access, group memberships, and delegated administration permissions

Operational Workflows

• Establish processes for regular user review and cleanup
• Plan communication strategies for user activation, password resets, and access changes
• Coordinate with CRM administrators for proper Contact and Account record management

Best Practices Summary

Planning Phase

• Design your user taxonomy and access model before creating users
• Plan User Groups for content segmentation across your module ecosystem
• Establish clear policies for delegated user administration if implementing Team Access

Implementation Phase

• Test user creation workflows with sample accounts before full deployment
• Validate Security Role and User Group permissions thoroughly
• Document your user management processes and delegation policies

Ongoing Management

• Regular license usage monitoring and planning for growth
• Periodic review of User Groups, auto-segmentation criteria, and Team Manager permissions
• Compliance monitoring for user data privacy and anonymization requirements

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