Managing readers
  • 28 Sep 2022
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Managing readers

  • Dunkel
    Licht
  • pdf

There is no German content available for this article, You are viewing the fallback version (English).

Access the readers overview page on the knowledge base portal

1_Screenshot-Accessing_the_readers_page


Add a reader account

1_Screenshot-New_reader_button_on_overview

  1. Go to Settings → Users & Security → Readers & groups and the Readers tab would be the default selection
  2. Click the New reader button at the top right
  3. An Add new reader blade would open on the right

a. Set up the basics

2_Screenshot-New_reader_step1

  • First name & Last name - Type in the new reader's first and last name. This is an optional field. The reader can set their own first and last name later.
  • Email - Provide a valid email address of the new reader.

A team account cannot be added as a reader. You can customize the content access

  • Skip invitation email
    Select the Skip invitation email checkbox to skip the invitation email sent to the reader. The reader will not receive an invitation email.
    You can send the invitation email later from the readers' list. For more information, see send activation mail.

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

b. Content access

3_Screenshot-New_reader_step2

Choose the level of access to the knowledge base site content for the new reader. There are four levels available:

  • None - No access to the knowledge base site content. This can be used 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.
Reader access
  • For each content level, the reader's highest privilege access is taken into account
  • Readers are only given access to the content level they have been assigned

Once content access is chosen, click the Next button.

c. Assign groups

4_Screenshot-New_reader_step3

Readers can be grouped under one or more reader groups. This is an optional step.
The list of reader group(s) available is(are) displayed. Choose the group(s) required. To associate the reader account with all the reader groups available, click on the selection button at the top of the list.

d. Review and finish

5-Screenshot-New_reader_step4

Review all the details and settings for the new reader. Click on the Add button.

The new reader account is added to the reader list. Once a reader is added, they will receive an invitation email. Once the email is verified, the reader 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.

Editing a reader account

15_Screenshot-Edit_reader_account

  1. Go to Settings → Users & Security → Readers & groups and the Readers tab would be the default selection
  2. You can view the existing reader accounts in the project
  3. Hover the mouse pointer over the reader account you want to edit, Edit icon will appear on the right
  4. Click on the Edit icon, and the Update reader blade appears on the right

There are four sections available in this blade:

  • Set up the basics
  • Content access
  • Groups
  • Finish

a. Set up the basics

16_Screenshot-Edit_reader_account_setup_the_basics

  1. You can add/edit the First name and Last name.

You cannot update the reader account email in this section. To change the reader account email, see reader profile updation.

Invitation information

The invitation information such as reader account name and invited date/time appears if the team account is added after 26/03/2022. Hover over the invitation time information to view the exact date and time of the invite.
- If the invited team account name is unavailable, the invited team account email appears with the invited date/time information
- If the invited team account is deleted from the portal, only the invited date/time information appears

  1. Once done, click the Next button

b. Content access

17_Screenshot-Edit_reader_account_content_access

Choose the level of access to the knowledge base site content for the reader account. There are four levels available:

  • None - No access to the knowledge base site content. This can be used 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.

Once you update content access, click the Next button.


c. Assign groups (optional)

18_Screenshot-Edit_reader_account_assign_groups

Readers can be grouped under one or more reader groups. This is an optional step.
The list of reader group(s) available is(are) displayed.

  1. Choose the group(s) required. To associate the reader account with all the reader groups available, click on the selection button at the top of the list.
  2. Once done, click the Next button

d. Review and finish

19_Screenshot-Edit_reader_account_review_and_finish

  1. Review all the details and settings for the reader account
  2. Click the Update button

All the above changes are made applicable to the reader account.


Import readers in bulk

You can perform a bulk import to add multiple readers at a time. Import readers by uploading a CSV that matches the following row and column template.

Email FirstName LastName
youremail@somedomain.com

(or)

You can also download the template here:

Import readers file Template

import-reader.csv

Once the reader data has been added to the downloaded template file, save it in your local storage.

Back at the Document360 portal

6_Screenshot-Import_reader_button_on_overview

  1. Go to Settings → Users & Security → Readers and the Readers tab would be the default selection
  2. Click the Import reader(s) button at the top right
  3. An Import readers blade appears on the right
Skip invitation email

Select the Skip invitation email checkbox to skip the invitation email sent to the readers. The readers will not receive an invitation email.
You can send the invitation email later from the readers' list. For more information, see send verification and invitation mail.

  1. Either drag and drop the CSV file from the local storage onto the designated dropbox
    (or)
    Choose the Click here to choose a file option and select the CSV file using the device's file explorer.

7_Screenshot-Import_reader_button_on_overview_step1

  1. The CSV file is uploaded, and the data in the file is validated
  2. The following information are displayed before proceeding with the import
    • Valid email(s)
    • Invalid email(s)
    • Already associated email(s)
    • Invalid name(s)
    • Valid reader(s) for import

8_Screenshot-Import_reader_button_on_overview_step2

  1. The valid reader can further be removed individually before the import by clicking on the 'x' next to the reader
Remove reader before import

This remove action can be performed only for new reader accounts and not the already associated reader accounts.

9_Screenshot-Import_reader_button_on_overview_step3

  1. Click on the Import button

The imported readers are added to the reader list on the Readers overview page. These readers will not be added to any reader group. You can add them manually.

What content access is provided to the imported readers?

The imported readers will be provided with the Complete knowledge base (Project) content access. However, you can change it later as per your requirement.

Limitation

You can import only 500 reader accounts in one instance.


Export readers as CSV

The available reader(s) can be exported in a CSV file.

10_Screenshot-Export_reader_button_on_overview

  1. Go to Settings → Users & Security → Readers & groups and the Readers tab would be the default selection
  2. Click the Export CSV button at the top right
  3. The CSV file would be generated and downloaded to your device's local storage
  4. This file can be viewed on any application for spreadsheets like Microsoft Excel and others

11_Screenshot-Export_reader_CSV_file_view


Send activation email

Project owners and admins can resend a project activation email if the reader hasn't received the activation mail or has let the invite expire.

To send a project activation email:

  1. Go to Settings → Users & Security → Readers & groups and the Readers tab would be the default selection
  2. You can view the existing readers in the project

19_Screenshot-Team_account_Invitation_mail

  1. Hover the mouse pointer over the reader you want to send a project invitation email. The Send activation mail icon appears on the right
  2. Click on the Send activation mail icon, and the activation mail is resent to the reader's email

Email history

You can view the list of emails sent to the reader's email from Document360.

For example, you want to check the status of the project invite mail sent for a reader.


How to change my profile details on the knowledge base site?

Readers can change their profile picture, first name, last name, and email on the knowledge base site. The current password is required to make these changes.

  1. Log in to the Knowledge base site

12_Screenshot-Changing_profile_information

  1. Click the User profile dropdown on the top right and select Change profile. The Change profile window appears

13_Screenshot-Changing_profile

  1. Profile picture: Click the Pencil icon on the profile picture to change the profile picture. You can upload a profile picture from your local device storage
  2. First name: To change the first name
  3. Last name: To change the last name
  4. New email: To change the email, enter your new email in this field

By default, your current email appears here.

  • When you update the email, you are logged out instantly. A Verification mail is sent to your new email
  • Follow the instructions mentioned in the verification mail to activate your new email
  1. After changing the required field(s), enter your password and click Update. The changes are updated

How to change my password on the knowledge base site?

Readers can change their passwords on the knowledge base site. The current password is required to change the password.

  1. Log in to the Knowledge base site

12_Screenshot-Changing_profile_information

  1. Click the User profile dropdown on the top right and select Change password. The Change password window appears

14_Screenshot-Changing_profile_password

  1. Type in your Current password
  2. In the following field, type in the New password and in the following field, repeat the same password to reconfirm

New password requirements

  • Should be at least 8 characters long
  • At least 1 UPPERCASE letter
  • At least 1 lowercase letter
  • At least 1 number
  • At least 1 special character
  1. Click on the Update button, and the new password is updated

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