You can efficiently manage users to ensure seamless collaboration. You can create new users, edit existing ones to update roles or permissions, and delete accounts that are no longer needed. Additionally, you can convert users to SSO or readers, allowing flexibility in adapting to your team’s evolving needs. Users were previously referred to as Team accounts in Document360.
NOTE
Any existing users with the relevant permissions can add or manage users and assign content or portal access.
Overview of Users & groups page
To access the Users & groups page:
Navigate to Settings () Users & permissions in the left navigation bar in the Knowledge base portal.
In the left navigation pane, navigate to Users & groups > Users.
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Key elements of the Users tab:
Search by name or email: Search for a user by name or email.
User list: Displays the name and email ID of all users in the project.
Status: Shows whether the account is active or inactive. An inactive status indicates the account has been deactivated.
Role: Displays the portal role, such as Owner, Admin, Contributor, or a custom role.
Content role & access: Shows the content role and content access assigned to the account.
Group name: If the account belongs to a group, the group name will be displayed.
Last seen: Displays when the user was last active. For inactive users, an option to send an activation email will be displayed.
Select the desired user, and the following options will appear:
Convert to SSO account: Convert the User to an SSO account.
Convert to reader account: Convert the User to a reader account.
Deactivate/Activate: Deactivate/activate the user. Furthermore, you can also choose to convert the user to a reader or delete the user.
Hover over a User to access:
Email notifications (): View the email activity history for the past 30 days.
Edit (): Edit the configuration of the user.
Other elements:
Account utilization overview: Shows how many users are allowed under your plan and how many have been created.
Export CSV: Export the list of Users as a CSV file.
Filter: Use filters to narrow results by portal type, account types, or status.
Add: Add a new User.
FAQ
How do I create a user who can only manage content reuse?
Create a custom content role to grant a user permission to manage content reuse, such as variables, snippets, glossaries, and templates, exclusively.
Creating a custom content role
Navigate to Settings () > Users & permissions in the left navigation bar in the Knowledge base portal.
In the left navigation pane, navigate to Roles & permissions.
In the Content role tab, click New content role.
The Create content role panel will appear.
Enter the desired role name and description.
In the Features section, scroll down to Content reuse and select the checkboxes for View, Update, Delete, and Publish.
Click Create role.
NOTE
For more information, read the article on Roles and permission.
Creating a user to manage content reuse only
Navigate to Settings () > Users & permissions in the left navigation bar in the Knowledge base portal.
In the left navigation pane, navigate to Users & groups.
In the User tab, click Add and select User.
The New user dialog will appear.
Enter the email address for the user. Enter the email IDs separated by a comma. You can add up to 5 email addresses at once.
Select the SSO user checkbox to add the user as an SSO user.
Set the Project role to Contributor.
In the Content role field, select the custom content role you just created.
If needed, restrict Content access by selecting None, or select All for full access to content reuse.
Click New user.
This will create a user who can view, update, and delete content reuse elements only.
How do I create a user that can only manage users & security settings?
You can create a custom portal role to grant a user permission to manage Users & Security exclusively.
Creating a custom portal role
Navigate to Settings () > Users & permissions > Roles & permissions in the Knowledge base portal.
In the Portal role tab, click New portal role.
The Create portal role panel will appear.
Enter the desired role name and description.
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.
Click Create role.
NOTE
For more information, read the article on Roles and permission.
Creating a user to manage users & security only
Navigate to Settings () > Users & permissions > Users & groups in the Knowledge base portal.
In the Users tab, click Add and select User.
The New user dialog will appear.
Enter the email address for the user.
In the Project role section, select the custom portal role you just created.
Select your desired Content role.
Click New user.
This will create a user who can only view and update the Users & permissions section.
Updating an existing user to manage users & security only
After creating the custom portal role for managing Users & Security section:
Navigate to the Settings () > Users & permissions > Users & groups in the Knowledge base portal.
Hover over the desired User and click the Edit () icon.
In the Project role section, click Manage project role.
Select the previously created custom portal role in the Portal role tab.
Click Update.
This updates the user, restricting its permissions to view and update the Users & permissions section only.