Only available for Private or Mixed site access

You can add and manage Readers and Reader groups only if your Document360 project's site access is set to "Private" or "Mixed".

16_Screenshot-Readers_Overview_page

Adding new Readers

To add one or more Readers to your project,

  1. From the Knowledge base portal, navigate to Settings > Users & security > Readers & groups > Readers (tab)
    17_Screenshot-Readers_Create_reader_or_import_reader
  2. Click the "Create" button and choose "New reader"
  3. A "Create reader account" popup appears
  4. In the "Email" field, enter the email addresses of the accounts you wish to add
    Note: You can add up to 5 emails separated by a comma in one go.

18_Screenshot-Readers_Create_reader_module

  1. Click on the "SSO" checkbox if you wish to add the accounts as a Single Sign-On account
  2. Click on the "Skip invitation mail" if you don't want your new readers to receive an invitation mail
  3. Select the "Content access" for the new readers
  4. You can assign the readers to any existing "Reader groups." This field is optional
  5. Click "Create reader account"

Importing Reader accounts

You can use the Import reader accounts feature to add more than five accounts in one go. (Maximum of 500 readers)

17_Screenshot-Readers_Create_reader_or_import_reader

  1. From the Knowledge base portal navigate to Settings > Users & security > Readers & groups > Readers (tab)
  2. Click the "Create" button and choose "Import readers"
  3. A "Import reader account" popup appears
  4. Click on the "SSO" checkbox if you wish to add the accounts as a Single Sign-On account
  5. Download the CSV file template by clicking the "Download template" option

28_Screenshot-Readers-Import_1

  1. Open the downloaded CSV file in a local application such as MS Excel, enter the new account emails, first and last names
  2. Save the file and upload the CSV file in the Document360 window by clicking on "Click to upload." You can also drag and drop the file in the designated drop frame
  3. The data is validated. The "Valid emails" and "Invalid emails" are listed
    29_Screenshot-Readers-Import_3
  4. Click on the "Skip invitation mail" if you don't want your new users to receive an invitation mail
  5. Assign the Content access and Group for the imported reader accounts using the respective dropdown
  6. Click the "Import" button

Reader self registration

27_Screenshot-Reader_groups-Reader_self_registration

  1. From the Knowledge base portal navigate to Settings > Users & security > Readers & groups > Self registration (tab)
  2. Enable the "Allow self registration" toggle
  3. Select the default reader group you wish the self-registered readers to be associated and click "Save"
  4. You can further "Allow" or "Block" readers from specific email domains. This is an optional field
  5. Additionally, you can maps readers from specific domains to be associated with specific "Reader groups" upon self registration

Editing, deleting, and converting reader accounts

  • To edit a reader account, hover over the account from the list on the "Readers overview" page and click on the "Edit" icon found on the right
    23_Screenshot-Readers_Edit_or_delete_accounts

  • To delete one or more Reader accounts, select the account from the list on the "Readers overview" page and click on the "Delete" button at the top or the "Delete" button at the right-side

  • To convert one or more Reader accounts as SSO accounts, select the Document360 accounts (non-SSO accounts) from the list on the "Readers overview" page and click on the "Convert to SSO account" button at the top


Filter and Export Reader account information

There are three buttons found at the top of the list: "Filter," "Export," and "Create."

  • Click the "Filter" button to narrow the Reader accounts from the list using the following parameters and click "Apply."
    • Login status
    • Last login date

19_Screenshot-Readers_Filters

  • Click on the "Export" button, and the list of Reader accounts is downloaded as a CSV file in your device's local storage
    20_Screenshot-Readers_Export_option

Purchase more Reader accounts

If you need more Reader accounts than your current plan offers, you can buy them as an addon. The total Reader accounts available and the total Reader accounts used are available at the top of the page
22_Screenshot-Readers_Buy_more_popup

  1. Click on the "Buy more" option
  2. A "Purchase addon" popup appears
  3. Enter the number of Reader accounts required or use the "+" (plus icon) and "-" (Minus icon) to select the number
  4. The total cost is displayed below
  5. Click on the "Confirm payment" and the Email with the purchase information is sent