Readers self registration

Self-registration lets users create their own reader accounts without needing an invitation from a project team member. To enable self-registration, share your knowledge base URL with users, allowing them to create their accounts independently.

Once registered, readers are automatically added to the Readers list. Project members with access to User & security settings can edit or remove these readers as needed.

NOTE

The Readers self-registration feature is available only if your Document360 project’s site access is set to Private or Mixed.

Self-register on a Knowledge base site

To self-register on a Knowledge base site:

1. Go to your Knowledge base site.

2. Click Sign up at the bottom of the login screen.

   

    

3. Enter your First name, Last name, and Email.

4. Click Sign up.

You will get a confirmation message saying, ‘Account created successfully’.

You will receive an invitation email. Once verified, you can set a password and log in to the knowledge base site.

NOTE

An email only needs to be verified once. After that, it can be used across multiple projects.

Overview of Reader self-registration

To access the reader self-registration page:

1. Navigate to Settings () in the left navigation bar in the Knowledge base portal.

2. In the left navigation pane, navigate to Users & security > Readers & groups > Readers.

Key elements of the Reader self-registration page:

1. Enable reader self-registration: Turn on the toggle to allow readers to self-register.

   NOTE

   To disable reader self-registration, follow these steps:

   1. In the Reader self-registration page, turn off the Enable reader self-registration toggle.

   2. Click Disable in the Disable reader self-registration panel.

   If the Enable reader self-registration toggle is turned off, readers cannot register themselves.

2. Content permission: Select the desired content permissions:

   • All content: Readers can access all Knowledge base content.

   • Map reader group(s): The content access permissions of the selected reader group(s) will apply to the domains.

3. Add domain: Add a new domain for domain restriction.

4. Import domain: Import multiple domains for domain restrictions.

5. Filter options: View domains filtered as All, Active, or Inactive.

   • All: Displays all allowed or blocked domains.

   • Active: Lists only active domains.  

   • Inactive: Lists only inactive domains.

6. Allowed/Blocked domains: Displays all domains for the project. Click Clicking the column header sorts the list alphabetically; clicking it again reverses the order.

7. Reader groups: Shows reader groups mapped to domains.

8. Status: Indicates whether domains are Active or Inactive.

9. Search: Search for specific domain names.

10. Export: Export the list of domains as a CSV file.

Adding a domain restriction

To add a domain restriction, follow the steps below:

1. Navigate to Settings () in the left navigation bar in the Knowledge base portal.

2. In the left navigation pane, navigate to Users & security > Readers & groups > Readers.

3. Turn on the Enable reader self-registration toggle to allow readers to self-register.

4. Click Add domain to add a new domain.

   The Add domain panel will appear.

5. Enter the desired domain names (e.g., everything after the @ symbol, like @genericmail.com or @randomdomain.com) and press Enter.

6. To remove a selected reader group, click the icon to clear the entries in the line.

   NOTE

   You can add up to five domain names, separated by commas.

7. Select the restriction type:

   • Block: Readers from the specified domains are restricted from self-registering, while others can self-register.

   • Allow: Readers from specified domains can self-register. All other domains are blocked.

8. If selecting Allow, optionally map the domain to a reader group.

   NOTE

   • If no reader groups are selected, the reader group mapped in the content permission will be applied by default.

   • If both the Map reader group(s) in the content permission and the domain-specific reader group(s) are enabled, the domain-specific settings will take precedence over the default reader groups.

9. Click Add to save the restriction.

Importing multiple domains

To import multiple domains in readers self-registration page, follow the steps below:

1. Navigate to Settings () in the left navigation bar in the Knowledge base portal.

2. In the left navigation pane, navigate to Users & security > Readers & groups > Readers.

3. Click the dropdown next to Add domain and select Import domains.

   The Import domains panel will appear.

4. Click Download template to get the sample CSV template.

5. Upload the CSV file using one of the following methods:

   a. Upload from my device: Select the CSV file from your local file explorer.

   b. Drag and drop: Simply drag and drop the CSV file into the designated area.

   NOTE

   You can import up to 500 domains at once.

6. A validation summary will display:

   • Valid Domains: Number of valid entries.

   • Invalid Domains: Number of invalid entries (click the Download () icon to view details).

7. Select the restriction type: Block or Allow.

8. Click Import.

Editing and deleting a Domain restriction

To edit a domain restriction:

1. Hover over the desired domain name on the Reader self-registration page.

2. Click the Edit () icon to modify the domain restriction configuration.

To delete a domain restriction:

Hover over the desired domain name and click the Delete () icon.

Alternatively, select the checkbox next to the domain name and click Delete () at the top of the list.

Understanding domain restriction

Domain restrictions determine whether readers from specific domains can self-register, based on the selected restriction type and the domain's status. This feature allows you to control who can register on your knowledge base using their email domains.