Studywiz-Gmail Administrators' Guide Google Account Management

Studywiz-Gmail

Administrators' Guide 00.04, 30 Nov 2010

www.studywiz.com 1

Google Account Management From the Google account management page you can perform a number of actions on a number of Studywiz users at the same time.

These actions include:

• creating and deleting accounts,

• suspending and restoring Google accounts,

• unlinking and re-linking users from their Google account,

• granting and revoking Gmail admin permissions.

Create New Gmail Accounts Create Gmail Accounts Within Studywiz 1. Log in to Studywiz as an Administrator.

2. Click Admin Utilities. The Admin Utilities page appears.

3. Click the Google Account Management button. The Google Account Management page appears.

Studywiz-Gmail Administrators' Guide

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4. In the Surname field, type the surname or part of the surname of the user for whom you want to

create the Gmail account.

For more search options, click the Advanced Search tab. The Advanced Search tab allows you to specify a large range of search parameters.

5. Click the Search button. A list of users appears.

6. Use the checkboxes to select the users for whom you want to create Gmail accounts.

7. From the Choose An Action drop-down list, select Create Google accounts for selected users.

The Google Username used when creating new accounts is configurable per school. By default the system will use the user’s Studywiz login name.

8. Click the OK button. The Create Google Accounts For Users panel appears and displays a progress indicator and then the Google Operation Results page appears and displays the Feedback Log panel.



The Feedback Log reports the status of the creation of each account. If errors occur, it allows you to attempt recreation of accounts to correct the errors.

9. Click Return. The Google Account Management page appears and displays the User Search panel. The panel shows the updated user account status.

Create Gmail Accounts by CSV File Import By uploading a CSV file of the correct format you can create or link Google accounts to Studywiz accounts.

Before you Begin Each user must already exist in Studywiz.

The CSV file must include the UserID or ExternalID for each user:

• A user’s UserID is a unique identifier generated within Studywiz. It is shown in the Edit user panel:

• A user’s ExternalID is an identifier generated by another application such as a Student

Management System. It is shown in the Edit user panel:

Ensure that you have a CSV file that contains the account information for each user you are setting up accounts for. See the CSV Format and Example CSV sections below for more information.

The Google username (GUserID) does not need to exist before the import.



• If it does exist, the existing Google account will be linked to the corresponding Studywiz account.

• If it does not exist, a new Google account will be created and will be linked to the corresponding Studywiz account.

CSV Format The CSV file has four columns, specifying the data for each user. The file must have the column headers specified below.

Column Headers Valid Input Required

action “link” or “create” without quotes true

UserID A valid Studywiz User ID or External ID Note: The external ID must contain the prefix S_, T_ or P_

true

GUserID A valid Google username to create or link to. true

GDomain A valid google domain. Configured in Studywiz. If not specifed, the default domain for that user’s level is used.

false

Example CSV action,UserID,GUserID,GDomain

link,2,s.student3,etechgroup.com.au



link,5,t.teacher2,etechgroup.com.au

link,6,t.teacher2,etechgroup.com.au

Import the CSV File 1. Log in to Studywiz as an Administrator.





4. Click the Import Google Accounts tab.

5. Click the Browse button and navigate to the CSV file.

6. Click the Upload button. A progress indicator appears and then the Google Operation Results page appears and displays the Feedback Log panel.

This page provides a summary of the changes made to the listed accounts.

7. Click Return. The Google Account Management page reappears.



Suspend a Gmail Account Suspending a Gmail account prevents a user from accessing Gmail, but allows you to immediately re-enable their access. Follow this procedure to suspend a Gmail account through Studywiz.

1. Log in to Studywiz as an Administrator.




suspend the Gmail account.





6. Use the checkboxes to select the users whose Gmail accounts you want to suspend.

Suspending users’ Gmail accounts will not affect their access to Studywiz.

7. From the Choose An Action drop-down list, select Suspend Google accounts for selected users.

8. Click the OK button. A progress indicator appears, and then the Google Operation Results page appears.



Restore a Suspened Gmail Account Follow this procedure to re-enable access to a suspended Gmail account.







re-enable the Gmail account.



6. Use the checkboxes to select the users whose Gmail accounts you want to suspend.

7. From the Choose An Action drop-down list, select Restore Google accounts for selected users.






Delete Gmail Accounts Follow this procedure to delete a Studywiz Gmail account. Deleting a Gmail account has no effect on the related Studywiz account.

Deleted Gmail accounts cannot be recreated for five days after deletion.










6. Use the checkboxes to select the users whose Gmail accounts you want to delete.

Deleting users’ Gmail accounts will not affect their access to Studywiz.

7. From the Choose An Action drop-down list, select Delete Google accounts for selected users.




Unlink Gmail and Studywiz Accounts Unlink Google accounts to disconnect a Studywiz user from a Google account. This removes the Google tab for the user and prevents the user from accessing their Gmail account either directly or through Studywiz.

The links between Studywiz and Gmail accounts can be restored individually, but not in bulk.










6. Use the checkboxes to select the users for whom you want to unlink Studywiz and Gmail accounts.



7. From the Choose An Action drop-down list, select Unlink Google accounts for selected users.

8. Click the OK button. A progress indicator appears, then the Google Operation Results page appears and displays the Feedback Log panel.



Re-link Previously Unlinked Accounts 1. Log in to Studywiz as an Administrator.

2. Click the User Management menu and then click Teachers, Students or Parents. The user

browse page appears.

3. Expand Schools and Classes to find the user whose account you want to re-link.



4. Click the Edit link. The Edit user panel appears.

5. Click the Google tab.

6. Click the Link Account button. The account is linked and the Link Account message appears.



You do not need to click the Apply button.

Link Multiple Users to a Single Gmail account You can manually link multiple SW users to a single Gmail account by editing each user’s Gmail settings. Follow this procedure to link a user account to an existing Gmail account.

The ability to link multiple users to a single Gmail account is optional and is off by default. This feature needs to be enabled by Studywiz Support.


2. Click the User Management menu. The sub-menu appears.

3. Click a user type menu. The user type page appears.

4. Expand a School and locate a user who you want to link to the Gmail account.

5. Under a user name, click edit. The Edit panel appears.



6. Click the Google tab.

7. In the Username field, type an existing Gmail username.

8. Click the Link Account button. The account is linked and the Link Account message appears.

9. Repeat steps 3 to 8 to link more users to the Gmail account.

Delete Gmail Accounts

If you delete a Gmail account, you cannot create an account with the same name for five days.






4. In the Surname field, type the surname or part of the surname of the user whose Gmail account

you want to delete.



6. Use the checkboxes to select the users whose Gmail account you want to delete.



7. From the Choose An Action drop-down list, select Delete Google accounts for selected users.






Admin Permissions Grant Admin Permissions to allow a user access to Gmail administrator functions through the Gmail interface. This does not give them Administrator access to Studywiz.

Grant Admin Permissions 1. Log in to Studywiz as an Administrator.



4. In the Surname field, type the surname or part of the surname of the user to whom you want to

grant admin permissions.





6. Use the checkboxes to select the users to whom you want to grant admin permissions.

7. From the Choose An Action drop-down list, select Grant admin permission for selected users.



9. Click Return. The Google Account Management page appears.

Revoke Admin Permissions 1. Log in to Studywiz as an Administrator.






revoke Gmail admin permissions.



6. Use the checkboxes to select the users from whom you want to revoke admin permissions.

7. From the Choose An Action drop-down list, select Revoke admin permission for selected users.



9. Click Return. The Google Account Management page appears.

User Acceptance of Changed Admin Role Whenever a user’s Gmail Admin Role is changed, they have to accept the role before they can access Gmail. The next time they log in to Gmail after a Studywiz Administrator has granted them Admin permissions, they will see the Create an administrator account page:



The user enters the characters shown in the Captcha security challenge-response section and clicks the I accept. Create my account. Button. The user’s administrator account is created and their Gmail page appears.

The ‘Manage this domain’ link now provides the user with access to manage their Google Domain.

Documents

Studywiz-Gmail Administrators' Guide Google Account Management