User administration
As an administrator, you can click on the "Manage users" button in the main view or go to user management in the administration:
You will be shown a list of all registered users. Here you can add, edit and remove users.
If you want to add a user, the "Invitation screen" opens. Here you can assign a role, activate workflow access and leave a personal message. The user can assign themselves a password using the invitation link in the email.
In the user administration, you can customise roles, activate users for the workflow and activate 2FA.
You can assign the following roles:
Administrators can manage the entire account. They are the only users with access to the settings options.
You can also create and manage groups. They also have the same authorisations as internal users.Internal users see all users and groups of an account. They can join public collections and share documents, collections and folders with all users. They can create their own collections and save documents. They can version, index and comment on documents.
External users can create their own collections and save documents. They can only see groups of which they are members. They can also only see other users with whom they are in a group. They can version, index and comment on documents.
Guests cannot upload documents. They cannot see other users. They can only access folders and documents that have been shared with them.
The user can also be temporarily or permanently blocked here.
You can use the X to remove the corresponding user from the client.
You can then decide what should happen to the documents, collections and external links of the user in question.
1st option: Permanently delete the user's data
This means that documents, collections, upload interfaces, metadata forms and rules are irrevocably deleted. The owner is usually the person who uploaded the first version of a document or to whom ownership has been "transferred".
2nd option: Transfer the user's data to another user
Instead of deleting the data, it is transferred to another user. With this option, you still have the option of manually deleting the transferred content afterwards.
You can optionally keep the profile information of the deleted user.
The removal of a user as well as the transfer of ownership from the old to the new owner is clearly documented in the log view.
Group management
Groups greatly simplify the organisation of shares on collections/folders and files. Instead of assigning shares to each user separately, you can assign shares directly to an entire group. This means that all users in this group indirectly have the same authorisations.
If a user leaves or another user is added, it is sufficient to remove or add the user from the group and all necessary authorisations are directly available.
Registered users can be summarised in one or more groups.
As an administrator, you can click on the "Manage groups" button in the main view:
The group administration opens - you can also access this via the administration. Here you can edit, delete or create new groups.
Add users to a group or remove them from the group. You can also change the name or the colour in which the group is to be displayed: