Feature availablility

The Self registration feature on Document360 would be applicable only when the knowledge base site access is set to Private or Mixed.

What is self registration?

Self registration allows a user to register themselves for a reader account instead of having to be invited by a project team member. Share your knowledge base site URL with the desired users who want to perform self registration.

Self registered readers are automatically added to the Readers list, and project members with access to the User & Security setting can edit or remove them if required.

How to self register for a knowledge base site?

  1. Go to the knowledge base site

9_Screenshot-Self_signup_site

  1. Click Self Signup?

10_Screenshot-Self_signup_site_page

  1. Enter First name, Last name, and Email. Click Register
  2. You will receive an invitation email
  3. Once the email is verified, you can set the 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.

Accessing the Self registration overview page

  1. From the Knowledge base portal, go to Settings -> Users & Security -> Readers & groups

  2. The Readers & groups overview page appears. Select the Self registration tab in it

1_Screenshot-Accessing_the_reader_self_registration_Overview_page

• Allow self registration - Off

The overview page will be empty if the Allow self registration switch is set to Off. Users can have a private or mixed knowledge base without activating the readers self registration feature.

2_Screenshot-reader_self_registration_turned_off1

• Allow self registration - On

If the Allow self registration switch is set to On, the following information would be available in the overview.

3_Screenshot-reader_self_registration_turned_on1

1. Specify default reader group(s)

This is an optional field.

Newly self registered readers would automatically be grouped under the selected default reader group(s). If the reader's email domain is already mapped to any existing reader group, they would be associated accordingly.

4_Screenshot-Specify_default_reader_groups

  1. On the domain readers self registration page, click inside the field, and the list of the available reader group(s) will be listed

  2. Select one or more reader groups as the default reader group for new self registering readers

  3. The selected reader groups would be added to the field

  4. To remove any selected reader group, click on the '🗙' icon next to it

  5. Once done, click Save

What happens when no default reader group is selected?

  • The self-registered reader will have complete access to the knowledge base
  • The self-registered reader will have no group associations

Readers who are part of multiple groups get what access?

When a reader is associated with multiple groups, the highest privilege access for each content level is assigned to the reader.

For example, a reader is associated with two groups, A and B. Group A is configured with access to all the languages in workspace 'V1', while group B is configured with access to only the English language in workspace 'V1'. The reader will have access to all the languages in workspace 'V1'.

Does the content access provided at the individual level overrides the reader group access?

When a reader is associated with reader groups and also configured with certain content access at the individual level, the highest privilege access for each content level is assigned to the reader.

For example, when a reader is configured with content access to only the English language in workspace 'V2' at the individual level and associated with a reader group configured with access to all the languages in workspace 'V2'. The reader will have access to all the languages in workspace 'V2'.

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

2. Domain restriction

This is an optional field.

Configure the Document360 knowledge base to accept new self registrations with email addresses from a specific domain.

For example, if The XXYYZZ Company wanted to make sure that only their company employees were signing up as readers for an internal knowledge base, they would add a domain restriction for their company email domain, @babelcompany.com, and set the status as Allow.

Users can also configure the Document360 knowledge base to deny new readers self registration with email addresses from a specific domain.

For example, if The XXYYZZ Company wanted to make sure that random or unauthorized users don't sign up as readers on the private knowledge base, they could add the domain restriction with block status. They would add a domain restriction for specific email domains like @gmail.com (or) @zzxxyy.com and set the status to Block.

Adding a domain restriction

  1. From the Knowledge base portal, go to Settings -> Users & Security -> Readers & groups -> Self registration tab

  2. A Domain restriction section would be available when scrolled down. You can add the desired Domain name and Map readers group

5_Screenshot-reader_self_registration_domain_restriction_add_blade

  • Domain - Type in the email domain you wish to allow or block. Click on the column header to sort this column

For example, gmail.com, xxyyzz.com (Domains should include everything after the @ symbol in the email addresses)

  • Allow/Block - Select the Allow or Block radio options
Allow (Whitelist)

To allow only the users with the desired domain emails to self register. All the other domain users cannot perform self registration.

Block (Blacklist)

To restrict users with certain domain emails from self registration. However, when you have only blocked domains, self registration is restricted for all domain users.

  • Map reader group(s)

  1. The list of available readers group would be listed. Select one or more reader groups in the Map reader group(s) dropdown

  2. The selected reader groups would be added to the field

  3. To remove any selected reader group, click on the '🗙' icon next to it

  4. Click Add more to add more domain restrictions

  5. Once done, click Save

If both the Default reader group(s) and the domain-specific reader group(s) are enabled, then the domain-specific setting would take precedence over the default reader groups.