Users

There are three options available to configure a Synergy user account:

1. Windows NT or LDAP (Lightweight Directory Access Protocol) names and passwords
2. User Self-Registration
3. Manually enter user account details and contact information.

Depending on the option chosen, the procedure for the first time a user logs on to Synergy may differ. Refer to the section on User Directories and User Self Registration for additional information. This section covers the steps involved for manually entering a Synergy user account.

Add a User

1. From the Preferences drop-down field, select System Administration. In the Navigation menu under Management, select Users. This will display a list of current users in the Content frame.
2. In the Content frame, click the Add button to open the Add User form.

Field Definitions:
User Name: name the user logs on with. This name must be unique within Synergy; it cannot contain spaces, and cannot exceed 20 characters in length.
New Password: default password assigned by the administrator. The password cannot exceed 20 characters.
Password Change: forces the user to change their password the first time they logon. Once the user has changed their password this option is disabled.


3. Complete the information, and then click the Next button to open the Contact Match Choice form. A user account must be associated with a contact in Contact Directory.
4. If the user is not already registered in Contact Directory select Add a New Contact, and then click the Next button. This will open the Add Contact form.
5. Complete the Contact information, and then click the Next button.
6. If the user is registered in Contacts, select Use an Existing Contact and then click the Next button. This will open the Search Contacts form. Enter the relevant search criteria, and then click the Search button. Select the contact name from the list.

Note: If you do not match the user with a contact record, the user's name will be labeled with No Contact Match under the Contact Name field in the List of Users page. To resolve this, click on the user name and assign a Contact record.

7. Once you have assigned a Contact record to the user, the Edit User Information form will be opened.

Field Definitions:
Status: activates the account.
Password Change: forces the user to change their password the next time they logon.
External Status: grants outside users access to Synergy. These users will only have access to Workgroups they are members of, preventing them from having unlimited access to the company's Workgroup membership.
User Directory Name: If you are using NT or LDAP user names and passwords, select the name of the User Directory. See the section on User Directories and Appendix B for additional information.
Membership: View System Role Membership assigns the user to a System Role.

8. It is important to assign the user to a System Role when creating a new account. Users can only gain access to Synergy once they have been assigned a System Role. Click the View System Role Membership link to open the Membership Management form.
9. From the Non Membership column select the System Role and then click the icon. This moves the System Role to the Membership column. You can also double-click the name of the System Role. Use the CTRL key to select multiple System Roles.
10. Click the Done button.

Edit or Delete a User

It is important to keep in mind that when a user is deleted the following content is also removed from the system:

• All Files in the users personal 'My Documents' Folder
• Notices not deleted
• Projects not deleted
• Documents Public not deleted
• Cabinets, Drawers, Categories and Folders not deleted.

Deleting a user also automatically removes them from the following memberships:

• Folders
• System Roles
• Workgroups
• Cabinets
• Notices
• Preferences
• Subscriptions

In addition, the user shall be removed as a manager from any Folders or Workgroups that they currently manage. This means that you cannot delete a user that is currently a Folder or Workgroup Manager. In the case of a Folder Manager, the Library Administrator must first change the ownership of the folder. See the Synergy User Guide for additional information on Library Administration. In the case of a Workgroup Manger, the System Administrator must first change the ownership of the Workgroup. See the section on Workgroups for additional information. An alert message will appear on screen if you attempt to delete a user that owners either a folder or workgroup.

1. From the Preferences drop-down field, select System Administration. In the Navigation menu under Management, select Users. This will display a list of current users in the Content frame.
2. To edit a user account, click on the name of the user to open the Edit User Information form. Make the required modifications and then click the Update button.
3. To delete a user account, click on the name of the user and then click the Delete button.
4. You can also edit the User Contact Information by clicking on the User name.