Account provisioning and deprovisioning

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Meldium helps you manage two different types of applications: apps where each person has their own account (like Yammer or Zendesk) and apps where many people share one account (like Mailchimp or Twitter). In this guide we'll look at how Meldium helps you manage users' individual accounts as an administrator.

Connecting your services

To start, you'll need to give Meldium access to the apps you want to manage. You'll need to have an administrator account on each app you're going to connect. Click on the "Team Services" link in the header, then click "Connect your Team". Finally, chose one of the supported apps - Google Apps is a good place to start, since it usually has a comprehensive list of your users.

You'll then be asked to authenticate to the app so Meldium can make changes on your behalf. Depending on the service you pick, you may have to authorize Meldium via OAuth, or you may be prompted for an API key or your password. After you've connected, you'll see your newly-added app in the list with a count of user and administrator accounts.

Meldium is most useful when you add multiple apps (in fact, there's no limit to how many you can add), so let's also add connections to Dropbox and Basecamp as well. Follow the same process to pick an app and authenticate, and you'll see it appear in the list.

Onboarding a new user

You should also see a link to "Users" in the header. If you go there now, you'll see Meldium's powerful combined user view, which automatically aggregates accounts across many apps to show you a people-centric view of your infrastructure. There are a number of things we can do with this combined view, but for now we are going to focus on hiring and terminating a new employee.

To hire someone into you team, click "Add a User". You'll be asked for the user's first and last name, as well as their email address - if you've connected Google Apps, this will be used to create a new email inbox for the user. Finally, check the boxes next to each account you'd like to create. Some accounts require additional information - for example, a temporary password for Google Apps or a Basecamp project. When done, click 'Create Accounts'.

In just a few moments, the user's new accounts will be created and she'll be ready to start using her new apps. On the next page, you'll also have an opportunity to send your new employee a welcome email, telling her about her new apps and providing any instructions specific to your company.

Terminating a user

When a user leaves your company, you need a tool to revoke their access across all apps in one shot. Meldium gives you this power with the "Disable User" feature. Once again on the "Users" page, find the user you want to terminate. You can either browse the list, or search by name or email address. On the right hand side, click the "Disable" button underneath the user's name and photo.

Meldium will give you a confirmation dialog that explains what will happen to the user's accounts. It's important to go over this information - each app has a different model for removing or disabling accounts, and while Meldium tries to automate as much as possible, sometimes there are additional manual steps required. Finally, click "Remove Accounts", and wait for a moment while Meldium connects to each app and completes your request.

When the termination finishes, you'll come back to the user list. If the user has any remaining disabled accounts, you can find them by checking "Show Disabled Users" and searching for their email address. We recommend cleaning up disabled accounts after a few weeks, just to ensure that any data associated with the account has been transferred to a new owner.

Any Questions?

Have questions about account provisioning or deprovisioning, or have requests for new app support? Contact us at support@meldium.com, or add your app requests to our support forum. And stay tuned for news about advanced provisioning features and user groups.