Plans supporting the addition of team accounts
| Professional | Business | Enterprise |
|---|---|---|
Collaboration and documentation in Document360 often require contributions from various personnel such as writers, reviewers, subject matter experts, and editors. You can streamline this process by adding new team accounts with specific roles and permissions.
With Document360, you can add new team accounts with specific roles and permissions at any point in your subscription.
NOTE
By default, only Owner and Admin can add new team accounts to the project.
Adding a team account
Navigate to Settings > Users & Security > Team accounts & groups from the Knowledge base portal. The Team account tab is selected by default.
Click the Create button at the top-right corner.
A New team account pop up appears.
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Enter the Email IDs of team members separated by commas (maximum 5 at once).
Optionally, you can choose to skip sending invitation emails to these users by selecting the Skip invitation email checkbox.
Select Project role:
Admin: Admins have access to all features except billing. They can manage users, projects, and configurations.
Contributor: Contributors can create, edit and publish draft articles and category pages.
Reviewer: Reviewers only have the ability to login to the knowledge base portal to access any articles that are assigned to them for review.
Owner: Owners have full access to all features and configurations within the team account including billing.
Select Content role:
Draft Writer: Draft writers can create and edit articles and category pages but cannot publish them.
Editor: Editors manage articles, categories, drives, workflows, and content reuse.
Reviewer: Reviewers can add comments to articles, update the workflow status, and set due dates for workflow statuses.
None: No specific content role assigned initially. This can be changed later as needed.
NOTE
You must select a content role before assigning content access.
Select Content access:
None: Select this option if the user should not have access to any knowledge base content.
All: Choose this option to grant access to all knowledge base content across all workspaces and languages.
Workspace/Language: Restrict access to content within specific workspaces and languages. Users will only be able to view content designated for these selections.
Category: Limit access to certain categories within specified workspaces and languages. Users will have access only to content categorized under selected categories.
Assign Groups: Team accounts can be optionally grouped under one or more groups. Select the desired group(s) to add the team account for easier management and access control. This is an optional field.
After entering details and selecting roles, review the information and click the New Team Account button to add the specified users to your team account.
Users will receive an invitation email once a team account is added. Once the email is verified, users can set their password and log in to the Knowledge base site.
NOTE
An email only needs to be verified once. After verification, the email can be used across multiple projects.
FAQs
What are Team Accounts in Document360 projects?
Team Accounts in Document360 projects are user accounts created explicitly for team members collaborating on a knowledge base or documentation project. These accounts provide controlled access and permissions within the project environment.
How do Team Accounts in Document360 projects enhance collaboration?
Team Accounts enable seamless collaboration by allowing multiple team members to work together on creating and managing project content. Each team member can have their account with assigned roles and permissions, ensuring efficient collaboration and content contribution.
Can I customize access and permissions for Team Accounts in Document360 projects?
Yes, Document360 provides granular control over access and permissions for Team Accounts. You can assign different roles and permissions to each team member based on their responsibilities and requirements within the project. This allows for better security and control over project content.
Are there any limitations on the number of Team Accounts I can create in Document360 projects?
The number of Team Accounts you can create depends on your pricing plan and subscription level with Document360. Different plans offer varying numbers of allowed Team Accounts.
For further details, it's recommended that you refer to the Document360 pricing and subscription page to understand the limitations.
How do I manage and oversee Team Accounts in Document360 projects?
Document360 provides an overview page where you can manage Team Accounts and groups efficiently. From the Knowledge base portal go to Settings > Users & Security > Team accounts & groups > Team accounts. You can add or remove team members, assign roles and permissions, and keep track of login activity within the project.