Managing team accounts

Plans supporting managing team accounts

Professional
Business
Enterprise






You can efficiently manage team accounts to ensure seamless collaboration. You can create new team accounts, edit existing ones to update roles or permissions, and delete accounts that are no longer needed. Additionally, you can convert team accounts to SSO or readers, allowing flexibility in adapting to your team’s evolving needs.

NOTE

Any existing team account with permissions can add or manage a team account, assign content access, and more.


Creating a new Team account

To create one or more Team accounts to your project,

  1. Navigate to Settings() > Users & security > Team accounts & groups > Team accounts tab in the Knowledge base portal.

  2. Click Create > Team account to open the New team account window.

  3. 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 at the same time.

  4. Select the SSO user checkbox to add the team account as an SSO user.

  5. If you selected the SSO user checkbox, select an SSO configuration from the Select SSO dropdown menu.

  6. Select the Skip invitation mail checkbox, if you don't want your new users to receive an invitation email.

  7. Choose the desired Project role for the new accounts.

    • 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.

    NOTE

    You cannot choose individual portal roles for each email you enter in the Email field.

  8. Select the desired Content role for the new team accounts.

    • 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 can choose multiple content roles for different content access by clicking on the Add another content role option.

  9. Choose the level of content access you want for the Content role.

    • 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.

  10. Finally, assign groups for the new team accounts from the Assign groups dropdown. This field is optional. You can add team accounts without associating them with any group.

  11. Once done, click New team account.


Importing Team accounts

You can use the Import team accounts feature to add more than five accounts at once. To add new team accounts to your project:

  1. Navigate to Settings () > Users & security > Team accounts & groups > Team accounts tab in the Knowledge base portal.

  2. Click Create > Import team accounts to open the Import team account window.

  3. Select the SSO user checkbox to add the team accounts as an SSO user.

  4. If you selected the SSO user checkbox, select an SSO configuration from the Select SSO dropdown menu.

  5. Download the CSV file template by clicking the "Download template" option.

  6. Open the downloaded CSV file in a local application such as MS Excel, and enter the new account emails, and first and last names.

  7. 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.

    The data will be validated, and the Valid emails and Invalid emails will be listed in the Validation summary table.

  8. Click on the Skip invitation mail checkbox if you don't want your new users to receive an invitation mail.

  9. Assign the Portal role, Content role, Content access, and Group for the imported Team accounts using the respective dropdown.

  10. Click on the Import button.


Editing, deleting, and converting Team accounts

Editing a Team account

  • Hover over the desired account on the Team accounts & groups page and click the Edit icon on the right.

  • You can view a blade on the right with in-depth information about the team account.

  • To change portal access permissions:

    1. Click Manage portal role.

    2. Select the desired portal role.

    3. Click Save.

  • 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.

Deleting team accounts

To delete team accounts, select one or more accounts from the Team account & groups page and click the Delete button at the top.

Converting team accounts to SSO

To convert a team account from normal login to SSO login,

  • Select the Document360 accounts (non-SSO) from the Team account & groups page and click the Convert to SSO account button at the top.

  • Select an SSO configuration from the Select SSO dropdown menu.

  • SSO accounts can be identified with an SSO badge next to the team account name.

Converting team accounts to readers

To convert a team account to a reader account:

  1. Navigate to Settings () > Users & security > Team accounts & groups.

  2. Select the checkbox next to the user you wish to modify.

  3. Click Convert to reader.

NOTE

If you select an SSO Team account when converting team accounts to readers, the user will be converted to an SSO Reader.

  1. Assign the desired content access permissions from the Content access dropdown.

  2. As an optional step, map the user to any existing reader groups from the Map with existing reader group dropdown.

  3. Click Confirm to convert the Team account to a Reader.

NOTE

When a team account is converted to a reader, all contributions made while they were in the team account role will be retained.


Filter and export team account information

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

Filtering team accounts

Click the Filter button to narrow down the list of Team accounts using the following parameters, then click Apply:

  • Portal role: Admin, Contributor, Reviewer, Owner

  • Account type: Document360 user, SSO user

    • SSO user: Selecting this filter will further show a list of available SSO configurations.

Exporting team accounts

Click the Export button to download the filtered list of Team accounts as a CSV file to your device's local storage.


Purchase more team accounts

If you need more Team accounts than your current plan offers, you can buy them as an add-on. The total Team accounts available and the total Team accounts used are available at the top of the page.

  1. Click Upgrade your plan.

    The Choose your plan and billing cycle page will appear.

  2. Enter the number of Team accounts required or use the plus (+) icon and the minus (-) icon to select the number.

    The total cost is displayed below.

  3. Click on the "Confirm payment" and the Email with the purchase information is sent.

NOTE

For more information, read the article on Purchasing add-ons.


Troubleshooting

Encountering an error while adding a team account

Error: Error adding following emails

The error message "Error adding following emails" appears when the provided email address contains unsupported special characters. Document360 only allows underscore (_) and hyphen (-) in email addresses.

For example, attempting to add a team account or reader with the email "tom&34@barny.com" will result in the error "Error adding following emails: tom&34@barny.com", as it contains an ampersand (&), which is not supported.

Steps to resolve:

  • Ensure the email address does not contain special characters other than underscore (_) and hyphen (-).

  • Update the email address to follow standard email formatting.

  • Retry adding the team account or reader with the corrected email.

Encountering an error "Error adding following emails" while adding team account in the Knowledge base portal.


FAQs

Can I add a team member as a team account if they are already assigned as a reader account?

In Document360, a user cannot simultaneously hold both a reader and a team account role. However, you do have the option to convert between these roles efficiently.

To convert a team account to a reader

  1. Navigate to Settings () > Users & security > Team accounts & groups.

  2. Select the desired team account and click Convert to reader.

  3. Choose the appropriate Content access, then click Confirm to complete the process.

To convert a reader to a team account

  1. Navigate to Settings () > Users & security > Readers & groups.

  2. Select the desired reader and click Convert to team account.

  3. Choose the appropriate project role, content role, and content access.

  4. Once done, click Confirm.

How many team accounts are included in each plan?

  • Professional Plan: 5 team accounts

  • Business Plan: 10 team accounts

  • Enterprise Plan: 20 team accounts

Who can add or delete a team account?

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

Can I update the email ID of a team account in the project?

No, you cannot update the email ID of other team accounts in your project.

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 access permissions.

Why do I get an ‘Error verification error’? How do I resolve this error?

You will 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.

  1. Navigate to Settings () > Users & security > Team accounts & groups.

  2. Under the Team account tab, 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.

How do I create a team account that can only manage content reuse?

You can create a custom content role to grant a team account permission to manage content reuse such as variables, snippets, glossaries, and templates exclusively.

Creating a custom content role

  1. Navigate to Settings () > Users & security > Roles & permissions in the Knowledge base portal.

  2. In the Content role tab, click New content role.

    The Create content role panel will appear.

  3. Enter the desired role name and description.

  4. In the Features section, scroll down to Content reuse and select the checkboxes for View, Update, and Delete.

  5. Click Create role.

NOTE

For more information, read the article on Roles and permission.

Creating a Team account to manage content reuse only

  1. Navigate to Settings () > Users & security > Team accounts & groups in the Knowledge base portal.

  2. In the Team account tab, click Add and select Team account.

    The New team account panel will appear.

  3. Enter the email address for the team account.

  4. Set the Project role to Contributor.

  5. In the Content role section, select the custom content role you just created.

  6. If needed, restrict content access, or select All for full access to content reuse.

  7. Click New team account.

This will create a team account that can view, update, and delete content reuse elements only.  

How do I create a team account that can only manage users & security settings?

You can create a custom portal role to grant a team account permission to manage Users & Security exclusively.

Creating a custom portal role

  1. Navigate to Settings () > Users & security > Roles & permissions in the Knowledge base portal.

  2. In the Portal role tab, click New portal role.

    The Create portal role panel will appear.

  3. Enter the desired role name and description.

  4. In the Features section, scroll down to Roles, Accounts & groups and Site visibility, select the View and Update checkboxes.

    Then, the View option in Project settings will be selected by default.

  5. Click Create role.

NOTE

For more information, read the article on Roles and permission.

Creating a team account to manage users & security only

  1. Navigate to Settings () > Users & security > Team accounts & groups in the Knowledge base portal.

  2. In the Team account tab, click Add and select Team account.

    The New team account panel will appear.

  3. Enter the email address for the team account.

  4. In the Project role section, select the custom portal role you just created.

  5. Select your desired Content role.

  6. Click New team account.

    This will create a team account that can only view and update the Users & security section.

Updating an existing team account to manage users & security only

After creating the custom portal role for managing Users & Security section:

  1. Navigate to the Settings () > Users & security > Team accounts & groups in the Knowledge base portal.

  2. Hover over the desired Team account and click the Edit () icon.  

  3. In the Project role section, click Manage project role.

  4. Select the previously created custom portal role in the Portal role tab.

  5. Click Update.

This updates the team account, restricting its permissions to view and update the Users & security section only.

How to add a team account user with edit access to one category and read-only access for the rest?

You can achieve this by creating a custom content role and assigning appropriate permissions to the team account.

Creating a custom content role

  1. Navigate to Settings () > Users & security > Roles & permissions in the Knowledge base portal.

  2. Go to the Content role tab and click New content role.

  3. In the Create content role panel:

    • Enter the desired role name and description.

    • In the Features section, select the View checkbox for Categories and Articles.

  4. Click Create role.

NOTE

For more information, read the article on Roles and permission.

Creating a team account with specific permissions

  1. Navigate to Settings () > Users & security > Team accounts & groups in the Knowledge base portal.

  2. In the Team account tab, click Add and select Team account.

  3. In the New team account panel:

    • Enter the email address for the team account.

    • Select the appropriate Project role.

  4. In the Content role & access section:

    • Content role: Select Editor from the dropdown.

    • Content access: Choose Category and select the desired category/categories you want the user to edit.

  5. Click Add another content role to set read-only access for other categories:

    • Content role: Select the custom content role created in Step 1.

    • Content access: Choose the desired category/categories the user can view only.

  6. Click Create team account.

This creates a team account with edit access to specific categories and read-only access to the remaining categories.

Updating an existing team account

  1. Navigate to the Settings () > Users & security > Team accounts & groups in the Knowledge base portal.

  2. Hover over the desired Team account and click the Edit () icon.  

  3. In the Content role & access section, click Manage content roles & permissions.

  4. Assign two content roles as follows:

    • Editor role: Assign this to categories the user should edit.

    • Custom content role: Assign this to categories the user should only view.

  5. Select the respective categories for each role and click Update.

This updates the team account to have edit access for specific categories and read-only access to the remaining categories.