Pillar members have drupal accounts in order to post jobs, events, and to view member content.
Organizations can have multiple accounts if they want; however, it is easier for PNN staff if each org has a single generic account (admin@xxx.com) instead of specific people (bobmarley@xxx.com)
Creating Accounts
Normally, the accounts are automatically created, with the proper access level for members, when a membership is renewed or created. The accounts lose privaleges, and drop to "authenticated" if a membership expires. The only thing that can be done with an expired account is to renew the membership.
If you want to force a Drupal account to be created, open the CiviCRM record for the person, create a relationship to the organization (turn on the permissioned relationship), and check the tag "create Drupal account". This will immediately create a member-level Drupal account. This only happens when the tag is set. If the account is later disabled or deleted, the tag will not cause it to be regenerated. You would have to clear the tag, then set it again to generate the account again
Looking up login/Password information
Forgotton passwords can be requested by the client on the website: use member login, then request new password.
Organizations may forget the login name and email.
- Use the member accounts page (admin > people > member accounts)
- Search by organization name
- Find the login name and the email.
- Tell the client which email address is being used for the account.
- Click the "resend password" link under the email address to send them a reset email right away.
- or change the account info (username, email, password) on the account: Use the "account manager" link on the side. On that page, there are two buttons at the top, one for "edit account". Select the one that says "account".
But what if that person who used the email isn't at the company anymore? Read on...
Changing/adding the account manager(s)
You found the login for the organization, but the email is going to nowhere, or worse, to the personal email of someone no longer with the org.
Test: Click on the "view contact record" link on the user's page. This takes you to the Civi record for this user. If the Civi account has generic information for a position (volunteer@xxx.com) we can change it. However, if the civi account is for a specific person, who may or may not have other employee/board/volunteer records, better leave it alone.
General account: The account is for a position, so you can change the loginID and email for the account. All of the posted events/opportunities still belong to the account, but the notices and login all redirect to the correct email.
Specific person, or multiple logins: You're going to create a new account, and probably have to re-assign the existing posts to the new account.
- Find the org in civi.
- Look in relationships, see if the individual is already there.
- If necessary, create a new individual account.
- Create a relationship between the org and the individual, make sure it is "employee" (there is some civi problem that only employees can change the org records).
- On the employee record, set the tag "create drupal account"
- Refresh the employee record, until a User ID is showing. (beside the Drupal ID, in blue), then select that link. This takes you to the new drupal account.
- Use the old employee drupal account to see a list of current posts for the organization. You need to reassign them to the new person.
- Open and edit each active post, change the author to your new drupal user. Skip the expired or unpublished stuff.
- Once the old user has no active posts, delete the drupal account. This will not delete the civi account.
- Go back to civi, find the relationship to the old employee, mark it as inactive.
Deleting accounts
Staff can delete (or deactivate, or set to "authenticated") a drupal account, and the civicrm record is not affected. However, all posts from that account will be unpublished. See the steps above for "multiple logins" to reassign the posts to another person before deleting a drupal account.
Members cannot delete drupal accounts. If they do not renew a membership, their account automatically drops to "pending" and they cannot post. The account can be used for renewals.