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Update impersonations article and screenshots
paulinebessoles committed Nov 8, 2024
commit 8989810689eabf2f0857beb521dae87df989d6bd
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91 changes: 63 additions & 28 deletions docs/en/modules/admin/pages/participants/impersonations.adoc
Original file line number Diff line number Diff line change
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= Participants Impersonations
= Participants impersonations

For participants that don't have the knowledge or don't have an email for registering
an account, there's the Impersonation feature.
Sometimes, people don't have the time to create an account, or don't have the knwoledga and ability to use technological tools.
Impersonations allow administrators and participant managers to enable those persons to participate anyway.

This allows an 'Administrator' or 'Participant manager' to search through a
Verification system for an already existing participant and also to create a
participant without email.
NOTE: In the code and the User Interface, *Impersonation* and *Managed
Participants* are the same thing.

NOTE: At the code and the User Interface we say both *Impersonation* and *Managed
Participants*. It's the same thing.
== Enable / Disable impersonations

## Panel
Impersonations are only available when at least one authorization is enabled for the organization.
Indeed, they allow the system to search through a Verification system for an already existing participant, and to create
a participant without the need for an email address.

image::participants_impersonations.png[Admin's Impersonations panel]
To enable an authorization, you need to have access to the xref:configure:system.adoc[System panel] or ask your administrator.

This is the panel where you can find all the participants:
image::participants/participants_impersonations_backend_list_no_auth.png[Admin's Impersonations panel with no authorizations]

* by filtering by managed or not managed participants
* by searching by name
The different authorizations will give you different possibilities:

After you've clicked in `Manage new participant` you'll go to the form to enter
the personal data to check against the verification:
* View impersonation logs only: When Identity documents, Code by postal letter, and/or Organization's census are enabled
* Impersonate existing and new users: Direct verification enabled, like example authorization or other custom direct authorizations.

image::participants_impersonations_form.png[Admin's Impersonations form]
NOTE: You can learn more regarding how to program your form authorization in
https://github.com/decidim/decidim/blob/develop/decidim-verifications/README.md[decidim-verification README].

NOTE: If you don't see the `Manage new participant` button, is because this feature
only works when you have a Verification of kind `direct` (also known
as `form authorizations`). See in your xref:admin:system.adoc[system panel] which
`Available authorizations` are enabled. You can learn more regarding how to program
your form authorization in https://github.com/decidim/decidim/blob/develop/decidim-verifications/README.md[decidim-verification README].
image::participants/participants_impersonations_backend_list_logs.png[Admin's Impersonations panel with view log]

After this data is confirmed then there'll be a session for the participant for
30 minutes:
image::participants/participants_impersonations_backend_list_button.png[Admin's Impersonations panel with impersonation action]

image::participants_impersonations_user.png[Impersonated user session]
== Manage impersonations

Finally, it's also possible to Promote a participant, meaning that after a
participant has been managed, an administrator can add the email and send them
an Invitation:
You can find all the participants of the platform, with:
* *Name*: name of the participant.
* *Status*: if the participant is impersonated/managed or not.

image::participants_impersonations_promotion.png[Admin's promotion Impersonations]
You can filter this list by clicking the "Filter" button and search for participants by their name.

=== Actions

|===
|Icon |Name |Definition |Condition

|image:icons/action_impersonate.png[Impersonate icon]
|Impersonate
|To impersonate the participant.
|Available all the time.

|image:icons/action_clock.png[View logs icon]
|View logs
|To check the impersonation history of the participant.
|Available all the time.

|image:icons/action_promote.png[Promote icon]
|Promote
|To check the impersonation history of the participant.
|Available only for managed users.

|===

=== Impersonate a participant

Click the "Manage new participant" button. You are then able to enter the personal data to check against the verification:

image::participants/participants_impersonations_form.png[Admin's Impersonations form]

After this data is checked by the system, it opens a session for the participant for 30 minutes.
A banner at the top of the page reminds the administrator that they are impersonating the participant, and the remaining time.

image::participants/participants_impersonations_user.png[Impersonated user session]

=== Promote a managed participant

Administrators can promote managed participants, in order to invite them to the create an account on the platform.
Click the "Promote" icon to be able to add an email address to the participant and invite them by email.

image::participants/participants_impersonations_promotion.png[Admin's promotion Impersonations]
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