Adding project members
  • 15 Feb 2022
  • 5 Minutes to read
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Adding project members

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    Light
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Knowledge base requires the contribution of different personnel in different circumstances. Thus, Document360 provides the option to add new team accounts at any point of your subscription.

By default, Owner and Admin have access to add new team accounts to the project.


Adding a team account

1_Screenshot-Accessing_team_accounts_

  1. From the knowledge portal, go to Settings → Users & Security → Team accounts & groups and the Team account tab would be the default selection
  2. Click the New team account button at the top right
  3. A New team account blade would open on the right

2_Screenshot-New team account

Set up the basics

3_Screenshot-Adding_TA_Set_up_basics

  • First name & Last name - Type in the first name and last name for the team account. This is an optional field. After the addition of the team account, the user can set their own first and last name.
  • Email - Provide a valid email address of the team account

The same email id cannot be associated with multiple team accounts.

Click on the Next button at the bottom when you're done.


Portal role

The list of portal roles available and its description (if provided) in the knowledge base would be displayed. Choose the level of role to the knowledge base portal for the new team account. By default, document360 comes with portal roles such as Contributor, Owner, and Admin. You can also add Custom portal roles and assign them to the team account. To read more about portal role, see Portal role.

4_Screenshot-Adding_TA_Portal_role

  1. Select the check box of the portal role you want to assign the team account
  2. Click on the Next button at the bottom when you're done.

Click on the Previous button to go back to the previous section.

Click on the Cancel button to quit the creation of the team account.


Content role & access

Choose the level of role and access to the knowledge base content for the new team account. You can add a specific role and access for the available content level.

5_Screenshot-Adding_TA_Content_role_and_access

  • Click on the Add content role & access button
  • Add content role & access blade window would appear on the right
Things to consider when adding a content role & access combination

None content role can be associated only to the None content access

For example, you cannot associate None content role to the Complete knowledge base

Possible combinations:

Content role Content access
None None
Editor Complete knowledge base (Project), Version/Language, Category
Draft writer Complete knowledge base (Project), Version/Language, Category
Custom role Complete knowledge base (Project), Version/Language, Category

Content role

6_Screenshot-Adding_TA_Content_role

Choose the level of role to the knowledge base content level. The list of content roles available and its description (if provided) in the knowledge base would be displayed. You can also add custom roles and assign them to the team account. To read more about content role, see Content role.

For example, you want to restrict the team account from publishing the documentation and give access to manage the documentation, you can assign the role as Draft writer.
The Draft writer can add or update articles, but cannot publish

  • Select the check box of the role which you want to assign the team account

Content access

7_Screenshot-Adding_TA_Content access

Choose the level of access to the knowledge base content for the team account.

For example, you want to restrict the team account to access only a particular category.

To read more about content access, see Content access . There are four levels available:

  • None - No access to the knowledge base site content. This can be used for instances when the Owner or Admin has not decided on the content scope and would like to do it later.
  • Complete knowledge base (Project) - Access the entire knowledge base with all its version(s), language(s), categories, and articles
  • Version / Language - Access specific version(s) and language(s) in the knowledge base site
  • Category - Access specific categories in version(s) and language(s) of the knowledge base site

You must select a content role before assigning the content access

  • Select the check box of the content access, which you want to assign the team account. If applicable, select the required categories, versions, or languages you want to assign the team account
  • Click on the Apply button
  • The chosen content role and access would be created as a new combination
  • You can create the required content role and access combinations. There is no limit to the number of combinations

8_Screenshot-Adding_TA_Content_access_EditandDelete

a. Editing content role and access combination

  • In the Content role & access blade window, hover over the combination you want to edit, you would see the Edit icon on the right
  • Click on the Edit icon
  • You can choose the desired content role and access combination by selecting the checkbox of the desired content role and access
  • Click on the Apply button

    For example, you want to change the content access from Version/Language level to Category level to restrict the content access for a team account.

  • Click on the Cancel button to go back to the Content role & access window

b. Deleting content role and access combination

  • In the Content role & access blade window, hover over the combination you want to delete, you would see the Delete icon on the right
  • Click on the Delete icon
  • The desired combination would be deleted

For example, you duplicated a content role & access combination and you want to keep only one combination.

  • Once you have selected the desired content role and access combinations, click on the Next button

Assign groups

9_Screenshot-Adding_team_accounts_Assign_group

  • Team accounts can be grouped under one or more team account groups. This is an optional step.
  • The list of team account group(s) available would be displayed.
  • Select the group(s) required.
  • To associate the team account to all the team account groups available, click on the selection button on the left of the list title.
    Click on the Next button at the bottom when you're done.

Review and finish

10_Screenshot-Adding_team_accounts_Review

  1. Review all the details and settings for the new team account before you finish.
  2. If you want to update the previous sections, click on the Previous button to go back to the previous section
  3. Click on the Add button
Error

If there is an error, the respective toast message would appear on the top right.
Update the required changes and then click the Add button in this section

  • The new team account would be added to the team account list.
  • Once a team account is added, they will receive an invitation email. Once the email is verified, the user can set their password and log in to the knowledge base site.
One-time email verification
An email only needs to be verified once. After that, it can be used across multiple projects.

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