Adding and Removing Users and Groups

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The Add and Remove Users and Groups page is used by Repository Administrators to add Internal or External Users as members of the Repository and to assign these users to User Groups. Groups are used to define users' access to documents, workspaces, folders, etc. in a cabinet.

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Adding Repository Users

You must be a Repository Administrator or a Member Administrator to add a new user. Watch this short video to learn how to add or remove a User or User Group: 

To add a new user:

1) Go to the Admin link at the top right. If you have more than one repository, click the name of the repository you want to add the user to.

2) Go to the second menu option titled "Add and Remove Users and Groups". 

3) Enter the new user's email address in the space at the top.  If the person is a currently registered NetDocuments user, you will receive a message that the person already exists and it will ask you if you want to add them to your repository. If they have not been registered previously, you will be asked to create an account for them by entering some general information such as the full name of the person and assign the person a login username. The username will default to the user's email address. We recommend that you use this default setting.  Make sure you set them as either an Internal or External user. For most users, select "non" for the repository admin type. For more information about Repository Administrators, see the last section on this page below. 

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Sending a Welcome email 

If the "Send Welcome Email" box is checked, the new user will then be sent a notification by e-mail with the Login Username and a link so they can create their password and login. This can be left unchecked and the welcome message can be sent later. Learn how to Re-send the Welcome E-Mail.

Changing a User's password 

If an administrator wants to change a user's password, they must use the Need Login Assistance? link on the login page and enter the person's email address or their Username. The person will be sent an email with a link to reset their password. An administrator cannot force a new password on another user. Passwords are not sent through an email.

Removing a User 

A user can be removed from the Repository by highlighting their name in the Internal or External list and then clicking the Remove button below the list. Once a user is removed, they no longer have any access to the Repository and its documents. Note that there is another Repository Admin option to remove a non-repository user from any ShareSpaces in the Repository to which they have access. This is used only when you want to remove a ShareSpace User (not a repository user) from all ShareSpaces contained in the cabinet.

Internal vs. External Users

Users can be added to the repository as Internal or External users.

Internal Users are employees of your organization.

External Users are people outside of your organization with which you share documents over an extended period of time.

When your organization subscribed to NetDocuments, you were provided a certain number of Internal and External User memberships. External users will normally have a reduced feature set. If you increase the number of memberships (user accounts) for your Repository, an invoice will be generated for the new number of memberships or Service Account Users you add.  If the new user is added as an Internal user, this new account is automatically added to the "Internal Users" group that exists by default in the repository. If the new user is added as an External user they can be added to any group in the repository that is designated as an external group.

External User access

External Users cannot be Repository or Cabinet administrators. External Users with View-only access have limited rights to documents in your repository beyond what View-only access grants to Internal Users. External Users cannot email or copy documents where they have only View (V) rights.

Enabling Users for a Cabinet 

When a person is added as a new Internal member to a Repository, he or she will have automatic access to documents in a cabinet if the Internal Users group has been given rights in that cabinet.  If the Internal Users Group is not used in a cabinet, the user must be granted rights to the Cabinets through a specific user group enabled in the cabinet.  If you are using groups other than the Internal Users group, you will need to first assign the user (member) to one or more User Groups.  Then, through a cabinet's Administration page, you grant that User Group access to the cabinet by adding the to the Cabinet Membership list.  All users gain access to a cabinet through a defined User Group. You can add as many users to a Repository as needed. 

To add users beyond your initial purchase go to the Repository Administration, click on "Edit name, logo and billing information". Increase the number of Internal or External users. NetDocuments will automatically track that information and bill your account for the additional new user(s). Contact NetDocuments Billing at billing@netdocuments.com if you need to update any other billing information.   

Repository User Groups 

User Groups simplify the administration of access to cabinets, workspaces, folders, documents, and ShareSpaces. Each user can belong to one or more user groups. A user must be a member of at least one group to be given access to a Cabinet.

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Creating a new User Group 

Create a new group by entering the name and clicking Create Group. To view or to modify a group’s membership, or to delete a group, highlight the group name and click the appropriate button. One group is created by default called Internal Users to which all Internal users are members.  That group cannot be deleted or modified.  You can choose not to enable that group for an specific cabinet if you wish.

Hiding Group Membership 

If you do not want a group's membership to be seen in a document or ShareSpace access list, select Hide group membership under Modify Group.  This will restrict the ability to modify an access list at an individual level, but it can improve security where users should not know that another person is accessing the same document, such as a bid or proposal.

Do Not Display Group in User Lists 

You can also check the box if you do not want the User Group to display in user lists.  For example, you wanted to create a Group for each Author that may have an attorney and the secretary in it.  You may not want this to display if your organization is large or if the list is unwieldy.  Those who will use that group know that it exists and do not need it to show in User Lists. This prevents users from adding the group to a document, folder, or workspace access list. But, the user group may be added through the API or profile-based security. 

Members are allowed to create new Cabinets 

You can designate a group with users who are delegated the authority to create cabinets. There can only be one group in a Repository with this capability.  For any User who belongs to this group, the option for Adding Cabinets will be displayed on the Navigation pane.  Those users can create a new cabinet and can also copy from another cabinet, if they have delegated rights to create that cabinet also.

Members are allowed to upload lookup tables 

You can delegate to the group the ability to upload a lookup table. This gives members of the group the rights to see the Upload Lookup Table page. They do not see the online lookup table editor. 

Members are allowed to manage devices 

You can delegate to the group the ability to manage devices that are connected to the repository. Users will see the ndSync Policies and Device Management page. This gives members of the group the rights to view (but not edit) the settings, but may link/unlink and remove devices.  

Send Welcome Email

Use this option to send a welcome email to all users in the group. 

User Group Report

Repository Administrators have the option to generate a report of all User Groups and the users who belong to each group. The report will be downloaded in xml format. 

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Repository Administrator(s) 

Any Internal User can be defined as an Administrator.  There are two types of Repository Administrators:

Member Admin - this type of Admin can only see the Add and Remove Users and Groups page. They can manage the repository's internal and external users and groups. They do not have access to any other repository admin function. 

Full Admin - generally referred to as a Repository Administrator, this type of user has full access to all repository functions. They may or may not also be a cabinet administrator. Also, this type of "Admin" access is not to be confused with "A" access on a workspace, folder, or document. 

When NetDocuments creates your Repository, one or more Administrators can be designated.   (NetDocuments recommends having at least 2 Repository Administrators). Administrators can make any other member an Administrator by clicking on the User Name, then User Details, and by marking the Repository Administrator box.

NOTE: For repositories with many users, you are allowed to create an account that is used solely for Administration purposes.  It is permitted per the Terms of Use to use this account by more than one person for Administration purposes.  It is not allowed under the Terms of Use to use any other user account by more than one person.  You should always change the password when an Administrator leaves the firm or is no longer an Administrator.

It is important to choose Administrators carefully.  Even if a user has removed all other Repository users from the access list of a document, the Cabinet Administrator can still access the document.  You may want to create an account just to be used for Administration purposes.  This will be one of your paid Internal users, but it provides an easier way to manage your system.  This Administration type of account is the only exception to allowing more than one person to login with an account per the Terms of Use Agreement.  It is OK if more than one person, for administrative purposes, uses an Administration account to perform Administrative functions only. If security is a concern when more than one person is using the same account, you have no way to tell who made a change. In that case, you may want to designate individual user accounts as Administrators. 

View User Report 

By clicking this link, you can view or print a list of all users in a repository. The report is divided by Internal and External Users and shows the login activity for each user and summarizes all users at the bottom of the report. You have an option to print a formatted report OR to create an XML file which can be imported into Excel for further analysis.

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Purchase more User Accounts 

By clicking this link, you are able to increase your user accounts – either Internal or External accounts.  It is required that the amount be increased in minimum increments of 5% of your current users (either Internal or External).  An email is then automatically sent to NetDocuments to generate a modified subscription fee invoice.

Configure advanced authentication options 

NetDocuments provides a variety of authentication options such as Digital Certificates and IP address to control and restrict access to the repository.  Refer Here for more information.

Cabinet Administrators are allowed to create users 

A Repository Administrator has the ability to allow the Cabinet Administrators the option of creating External Users and Groups at the Cabinet Administration level.  If the following box is checked, then all Cabinet Administrators will have this ability:

 Cabinet administrators can add external users to the repository.

When Cabinet Administrators have this ability, on the Cabinet Administration page, under the Group List will be an additional link to create Users and Groups. 

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