NOTE

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

Adding new Readers

Follow the steps below to add one or more readers to your project.

1. Navigate to Settings () > Users & security > Readers & groups in the Knowledge base portal. The Reader tab will be selected by default.

2. Click the Create dropdown at the top right and choose New Reader to open the Create reader account window.

3. In the Email field, enter the desired 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 reader as an SSO user.

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

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

7. Select the desired Content access for the new readers.

8. In Assign groups, you can assign the readers to any existing Reader groups. This field is optional.

9. Once done, 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)

1. Navigate to Settings () > Users & security > Readers & groups in the Knowledge base portal. The Reader tab will be selected by default.

2. Click the Create dropdown at the top right and choose Import readers to open the Import reader window.

3. Select the SSO user checkbox to add the reader 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 into the designated drop frame.

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

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

10. Assign the Content access and Group for the imported reader accounts using the respective dropdown.

11. Click the Import button.

Reader self-registration

1. Navigate to Settings () > Users & security and select the Readers & groups  section from the Knowledge base portal.

2. Navigate to the Reader self-registration section.

3. Enable the Enable self-registration toggle.

4. Select the default reader group with which you wish the self-registered readers to be associated and click Save.

5. You can further Allow or Block readers from specific email domains. This is an optional field.

6. Additionally, you can map 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.

• 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 Delete button on 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.

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

Managing Content access of Reader(s) accounts

• To manage content access of 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.

• Under Content access click Manage content access.

• An Edit reader account blade will appear.

• Under the Content access tab, you can set the access to any four of the content levels

  None

  All

  Workspace/language

  Category

• Once selected, click Update.

  

Filter and Export Reader account information

In the Reader & groups overview page, navigate to the top-right, where you can view Export CSV and Filter.

• Click the Export button, and the list of Reader accounts is downloaded as a CSV file in your device's local storage.

• Click the Filter button to narrow the Reader accounts from the list using the following parameters and click Apply.

  • Login status

    • Logged readers

    • Never logged readers

  • Last login date

    • 7 days

    • 30 days

    • 3 months

    • 1 year

    • Custom date

  • Account type

    • SSO user

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

    • Document360 user

Purchase more Reader accounts

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

1. Click on the Upgrade your plan option and navigate to the pricing page.

2. Choose the desired plan, features, and number of reader accounts.

3. Click on Confirm payment, and an Email with the purchase information will be sent.

FAQ(s)