Administering your organization
When editing your organization in the registry, you have access to the following tabs.
Registry Administrators are responsible for assigning roles in the registry to the members of their organization. They need to make sure that the following roles are assigned to staff who can perform them:
- Progress Reviewer is assigned to someone to validate the reported progress of their organization’s projects. Not all organizations do progress validation, and it may not be needed for yours.
- Registration Reviewer is assigned to someone to review the validity of projects that are registered by your organization before they become visible to external organizations.
- Membership Approver is assigned to people who can approve or reject registration requests from people in your organization based on the requester’s status in a translation-related role.
- Supporter is assigned to users who are supporting translators using Paratext in your organization.
The Roles tab on the organization lists all of the approved users for your org and also shows users waiting to be approved.
There is an option to set an auto-approval email domain, so that requests from your org’s email address do not have to be approved.
To assign roles in your organization:
- go to the Organization page, find your organization and click Edit.
- Click on the Roles tab to see all the users in your organization.
- Show the users who have a certain role by clicking on the column heading of the role you want to sort on.
- For a member who is not in the list, they must first register for Paratext — even if they will not be using the Paratext software.
- Notify that person and explain how to perform their role according to the guides on paratext.org
To assign a role to someone outside your organization:
If you do not have enough people inside your organization to manage these roles, you may use the Add User to Organization button at the bottom of the roles page to assign the role to someone from a partner organization. You will only be able to see and add them if you are a supporter in the organization they belong to. (Supporters are able to see the users in the organization they support).
This tab shows where your org fits in the registry structure. You can move to sub-orgs or parent orgs quickly here.
This tab lists all the projects that are managed by your organization. These project registrations are editable by you as the administrator.
You can edit or update details about a project, such as its status, or view its members, progress, and see details about its history.
You also have the ability to manage user roles in a project. In most circumstances, the project administrators should add or remove members, but if there is a special reason, you can add or remove members of the project, or change their role in the project
Shows what Paratext text resources people in this org have access to
At a glance, you can see the number of Paratext projects that exist in each of the six following status categories:
Shows which projects have a Project Plan applied and are reporting their progress.
Shows which versions of Paratext your members are using.
Practical Administrator Tasks
Here are a number of situations you may encounter and how to solve them in your role as Administrator.
Lost registration codes
First, users should know that they can re-issue their own code! Any user with an email address can generate a new code for themself after logging in to the registry.
Edit a user to fix their email address
If the reason they cannot log in to the registry is because they no longer have access to their registration email, it is better to help them gain access to the registry. Edit the user using the blue edit button next to their name in the main User tab. On their profile page, add their new email address. The registry will send their new address a confirmation message. Once they have confirmed their new email by clicking on the link in the message, they can log into the registry with their new email, and then remove the old email from their profile.
Impersonate a user to generate a new code
If they cannot log in to the registry, a registry admin can generate a new code for them. The admin can find their name in the list of users, and then click on the wedge by the Edit button. This shows some other possible actions. One of those is “Impersonate.” If you choose this, the registry then shows what they would see if they logged in, so you can see their profile settings, and you can go to Settings, and go through the process of generating a new code for them. From settings, I go to Paratext settings, then here is the button to click to generate a new code. I can then generate the new code, and copy to send to them via email or text. The registry will also send them an email with the new code.
Register a new user
Registry admins, project admins, membership approvers and supporters can register new users who have no email address. You would do this from the “register new user” button, then fill in the form about the new user. When you finish, the registry will generate a user code for them, which you will see, and you will also get a copy of it by email.
Note: A member who was registered by another without an email cannot log in to the registry to give themselves a new code. The person who registered them can generate a new code for them. If you look on their profile, you will see the name of the person who registered them.
Move a user to a different organization
If you need to move a user to a different organization, you can go to their profile and choose “change” by their organization. This may require some coordination, because you may have authority to remove them from your organization, but not have authority to add them to the organization they are moving to. In this case, you should contact a registry admin within the other organization so you can move them and they can be promptly added to the new organization.
Remove a user from your organization
Edit the user. On the profile page you see the option to Change… organization. Click it and select “none” from the top of the list. They will get a new registration code emailed to them and their current code will be disabled. They will not be able to send/receive until their new code is applied.
Notify project administrators of incorrectly registered projects
Back translations should not be included unless they are intended to be published. If not, they should be set up in Paratext as a Back Translation project, which will be linked to the parent project and will not need a registration.
Check on progress
Alert teams to apply a progress plan and track progress
Move a project to another organization
A project can be moved from one organization to another if needed. If you edit the registration, and go to the managing organization box, you can click the X to remove the organization listed, then add in another. Like with moving a user, you may need to coordinate this if you do not have authority within the new organization.
Revoke a project
The option to revoke a project is for those with Registration Reviewer permission. The button appears on the registration tab of the project. This is to be used in case of copyright infringement or other issue.
Delete a Project
From the list of projects, another action besides “edit” is “Delete”. This would delete the registration of the project.
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