Identify and update missing user email addresses

This article explains how to use the Staff Report in Messages XR Enterprise to identify users without email addresses on file, and how to add those addresses depending on whether accounts were imported from an SIS or created manually.

💡Quick answers

Finding users in your district without an email address on file? Go to Reports > Staff Report, set the Email filter to "Without email," and run the report for the roles and schools you want to audit.
How do I add an email address for a user imported from an SIS? Add the email to the record in your Student Information System - it will be automatically imported on the next nightly data sync.
How do I add an email address for a manually created user? Contact Finalsite Support and provide a downloaded Staff Report with the missing email addresses filled in, shared securely through the Support Portal or Google Drive.
How can I tell if a user was imported from an SIS or created manually? Try editing the user's Role field in their account - if the Role is locked and cannot be changed, the user was imported from the SIS.
Why does having a valid email address matter? Without a valid email on file, users cannot receive password reset instructions and may be unable to regain access to their account.

Step 1: Identify users in your system without an email address

Navigate to your Staff Report under Reports > Staff Report.

staff report button.png

Set the following filters:

School: Filter to an individual school or run the report for all of your schools at once.
Role: Run the report for All roles or a select only a few options.
Email: Set the filter to Without email.

Pull a report for all users

To identify all users:

set the School and Role filters to All
set the Email filter to Without.
All other filters do not need to be edited.

Step 2: Add the missing email addresses for the users

There are two options for adding an email address to a user's account that depends on the original way your users were created:

Imported Users: If these users were imported and are included in your nightly data file that pulls from your Student Information System (SIS), you will need to add the email addresses to these records in your SIS. When the import runs after the emails have been added, the email addresses will be automatically added.
Manually-created Users: If the users were manually created, Finalsite Support will need to add the emails for these users on your behalf.
- The best way to provide this information to Support is to follow these steps:
  - download the Staff Report you ran above,
  - populate the email addresses for the logins you would like to update, and
  - provide that file to the Support team.

Important Note on Sharing Files with Support

These files should not be shared via email. Instead, add the file to Google Drive and share the link with the team. You could also send the file securely through the Support Portal.

How can I verify if a user was manually created or added via a data file from my SIS?

While telling the difference can be tricky, there are some significant indicators:

User role: If the user was imported from your SIS, you will not be able to manually edit the Role when looking at the user record.
- To check this, click on the Accounts tab and open the user’s account by clicking on their name. If you can open the Role drop-down menu to edit their role, they were manually created. If you cannot edit their Role, they were imported.
Naming convention: Imported users typically follow a similar naming convention for IDs.
- IDs may be all four numbers or have an identical naming convention, such as 1234 or firstname_lastname.
- If the user you are looking at has that same convention, they are likely from your SIS, and you should check for an email within the original source of your SIS first.
- Accounts that do not seem to fit a pattern and have unique IDs like “My Elementary School” or “Admin1,” for example, were likely manually created.

Step 3: Send a password reset to a user

Once the user has a valid email address associated with their account, the user can navigate to the login screen and select Forgot Password. The system will send an email to the email address on file and allow the user to gain access to their account.