FAQ - Team accounts
  • 26 Sep 2022
  • 5 Minutes to read
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FAQ - Team accounts

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1. What is a team account?

Team accounts include anyone who has been assigned a role in your project and can access the project dashboard.


2. Who can add a team account?

  • Team accounts with Admin and Owner portal roles in a project can add a team account
  • Team accounts with Manage team accounts permission can also add a team accounts

3. How to add a team account?

Admin and Owner portal roles in a project can add a team account.

  1. Go to Settings → Users & Security → Team accounts & groupsTeam accountNew team account
  2. Add the required details in the New team account blade

For more information, see adding a team account.


4. Can I import the team accounts?

Yes, you can import the team accounts.

  1. Go to Settings → Users & Security → Team accounts & groupsTeam accountImport team account
  2. In the Import team accounts blade, upload the import CSV file in the required format
  3. Click Import

5. I am unable to change the login credentials

  1. Ensure that your account is activated
  2. If your account is activated, check the spam folder for the verification mail
  3. If the verification email is not found in the spam folder, contact your Project owner. The project owner would have to delete your account and add you again

6. Can I update my profile information?

Yes, you can update your profile information.

  1. From the knowledge base portal or dashboard, click on the profile image on the bottom left
  2. Select the My profile option, and the blade appears on the right with all the profile information
  3. The profile information displayed are
    • The profile image
    • First name and last name
    • Email
    • Author profile slug
    • Text field
  4. Click the Edit option at the top-right to update the information
  5. Once you're done, click the Update button

7. Can I view my access permissions?

Yes, you can view your access permissions.

  1. Go to Settings → Users & Security → Team accounts & groupsTeam account and the list of team accounts in the project appear
  2. Hover over your account and click View permissions (eye) icon
  3. A View permissions blade appears with the tabs Portal role and Content role
  4. In the Portal role tab, you can view the list of permissions for activities you can perform
  5. In the Content role tab, you can view the list of permissions for knowledge base content you can perform

8. Can I update the email id of a team account in my project?

No, you cannot update the email id.


9. Who can delete a team account?

Team accounts with Admin and Owner portal roles in a project can delete a team account.


10. How to delete a team account?

  1. Go to Settings → Users & Security → Team accounts & groupsTeam account
  2. Hover over the desired team account and click the Delete icon

11. How to create a team account group?

  1. Go to Settings → Users & Security → Team accounts & groupsTeam account groupsNew group (or) New team account group
  2. Add the required details in the New team account group blade

For more information, see creating a team account group.


12. How to set security access for an article?

Article security access feature is available only in Mixed projects.

  1. Navigate to the desired article in the documentation editor
  2. Click on ••• (More) next to the Publish/Edit button and select Security
  3. There are two options to choose from:
    1. Select Knowledge base portal to change the article access on the portal
    2. Select Knowledge base site to change the article access on the site
  4. Update the required access in the Access control blade

For more information, see article content security access.


13. How to set security access for a category?

To set security access for a category:

  1. Navigate to the desired category in the documentation editor
  2. Click on ••• (More) next to the Publish/Edit button or Category type dropdown and select Security
  3. There are two options to choose from:
    1. Select Knowledge base portal to change the category access on the portal
    2. Select Knowledge base site to change the category access on the site
  4. Update the required access in the Access control blade

For more information, see category content security access.


14. How to add a custom portal role?

Adding a custom portal role option is available only in Enterprise and Enterprise Plus plans.

  1. Go to SettingsUsers & SecurityRolesPortal roleAdd portal role
  2. Add the required details in the Add portal role blade
    For more information, see custom portal roles.

To perform cloning of a portal role, see clone portal role.


15. How to add a custom content role?

Adding a custom content role option is available only in Enterprise and Enterprise Plus plans.

  1. Go to SettingsUsers & SecurityRolesContent roleAdd content role
  2. Add the required details in the Add content role blade
    For more information, see custom content roles.

To perform cloning of a content role, see clone content role.


16. Who can change the access permissions for a team account?

  • Team accounts with Admin and Owner portal roles in a project can change the access permissions for a team account
  • Team accounts with Manage team accounts permission can also change the access permissions for a team account
  • Team accounts cannot change their own access permissions

17. How to change access permissions for a team account?

  1. Go to Settings → Users & Security → Team accounts & groupsTeam account and the list of team accounts in the project appear
  2. Hover over the desired team account and click the Edit (pencil) icon
  3. You can view a blade on the right with in-depth information about the team account.
  4. To change portal access permissions:
    1. Click Manage portal role
    2. Select the desired portal role
    3. Click Save
  5. To change content access permissions:
    1. Click Manage content roles & permissions
    2. Update the current content role and access combination by clicking the Edit icon
    3. Create Add content role & access

18. How do you recognize SSO users and normal users in the team account list?

You can distinguish the SSO users with the SSO user tag next to the name in the team account list.


19. How to resolve the error - 'Email Verification Failed'?

You would get this error when you click an expired project invitation link. The activation email usually expires in 24 hours. Project Owner(s) and Admin(s) can resend the activation mail.
19_Screenshot-Team_account_Invitation_mail

  1. Go to SettingsUsers & SecurityTeam accounts & groups and the Team account tab would be the default selection
  2. You can view the existing team accounts in the project
  3. Hover the mouse pointer over the team account you want to send a project activation email. The Send activation mail icon appears on the right
  4. Click on the Send activation mail icon, and the activation mail is sent to the team account's email

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