Create user accounts from existing records
You may need to create accounts for people in Aspen who are not yet users, such as the parents of a new student. To avoid creating duplicate records, use the existing person records to invite those people via email.
There are several other methods for creating new accounts. For more information about those options, see Create user accounts and passwords.
To use the 'Create User Accounts and Send Emails' option:
- Log on to the District (Root Organization) view.
- Select District > People.
- Select the people
you want to create user accounts and passwords for. You can use a
query
a request to find a group of records that match specific criteria at a particular time, snapshot a static picture of a particular group of records that you can file and easily retrieve,
or custom selection (and then select Options > Show Selected). Note: When making your selection, remember that all accounts will have the same roles and school associations.
- Select Options > Create User Accounts and Send Emails.
Step 1 of the Create User Accounts and Send Emails wizard a sequence of dialog boxes which walk a user through a potentially complex task, such as the Build Study Locations wizard appears.
- In Step 1, 'Records to include', select the records you want to include.
- Click Next. Step 2 of the wizard, Account Properties, appears.
- Use this table to determine the login and password information for these people.
-
Field Description Login ID
Select one of the following to determine how the system creates login IDs:
- First initial/last name (jsmith)
- Last name/first initial (smithj)
- Custom expression (jon_smith)
Note: If more than one user has the same first initial and last name, the system creates the second account first with the middle initial, if available, or with a sequential number.
Example: If four J. Smiths exist and you select to create login IDs using First initial/last name, the system might create the following logins: jsmith, jmsmith, jsmith1, jsmith2.
If you select Custom expression, the middle initial is not inserted. Therefore, the system would create the following logins: jon_smith, jon_smith2, jon_smith3.
Password
Select one of the following to determine how the system creates passwords:
- Mnemonic (two four-letter words with a 3-digit number in the middle, such as 'gone987book')
- Alphanumeric (a random number containing the specified number of digits and letters)
- Numeric (a random number containing the specified number of digits)
- Constant (for example, 'password')
Note: Follett does not recommend using constant passwords because it reduces the overall level of security in the system. Authentication type
Select one of the following to specify what authentication method the user must use:
- Aspen
- Active Directory (AD)
- Single Sign on (SSO)
- Aspen Multi-Factor Authentication (MFA)
Login Status
Use this drop-down to specify the status of a user's account (enabled or disabled). The drop-down also determines whether the user can re-enable their account using password recovery if they exceed the specified number of login attempts. The options are:
- Enabled: Account is accessible with the correct Login ID and Password.
- Disabled but allow re-enable from password recovery: Account was set to Enabled, but the user exceeded the specified number of login attempts. The user can re-enable their account using password recovery.
- Disabled and locked: Account is disabled, and the user cannot log in unless it is set to Enabled again. For example, you might disable and lock the account of a user who leaves your
Account expiration date
Type a date, or click
to
select the date you want these accounts to expire. For example,
if you are creating student accounts for seniors, you might enter
the date of graduation.Password expiration date
Type a date, or click
to
select the date you want the passwords the system generates to
expire. Enter today's date here to have the password expire after first login. At that point, Aspen will require the user to enter a new password. (Since this request does not display in a pop-up, new users will view this message even if their browser is set to block pop-ups.)
Allow access from
If you want these users to access the system from specific places only, enter a comma-delimited list of locations here. Locations can be IP numbers or domain names and can contain wildcards.
Example: You can limit teachers to only accessing the system from within the
Otherwise, leave this field blank.
Idle time before timeout
Type the number of minutes a user can be idle in the system before Aspen automatically logs him or her off. If you type 0, the system uses the value you define in the
- Click Next. Step 3 of the wizard, 'Roles and Schools', appears.
- Next to the Roles field, click Add and select one or more security roles you want to assign to these users, and then click OK. For example, if you are creating accounts for teachers, you might select the Instructor role.
- Next to the Schools field, click Add to select the schools these users can access within the system, and then click OK.
- Click Next. Step 4, Confirmation, appears.
- Confirm all of the
information is correct, and then click Finish.
The system displays a progress meter as it creates the accounts, and
lists any errors in a text file.
Note: In most cases, Aspen will display a warning message if your browser is blocking pop-ups. To complete the account creation process and view the number of accounts created (and any errors that occurred), you might need to enable pop-ups. An email is sent to all of the selected contacts.
|
Note: You do not need to specify schools for users that access the Staff, Student, or Family views. |
