Guest User Accounts and Self-Service Portal

Guest user accounts allow internal or external users to access documents in your repository such as newsletters, forms, or corporate policies without having the need to purchase a registered user license.

Guest user accounts are ideal for casual employees, external personnel, partners, or vendors that are not part of your internal network but that may require access to specific documents or areas in the library. Guest users all share the same username and password and are given read-only access to the documents. With a guest user account, more than one user can access the library at the same time (concurrent license). Guest account users can only view and access the documents in the library to which they have been given permission.
To access the FileHold repository as a guest user:

• Have guest users login using the guest username and password using your FileHold web client link (i.e. http : // SERVERNAME/FH/FileHold/WebClient/LoginForm.aspx). You do not need to create a Self-Service Portal.

• Have guest users automatically login to a Self-Service Portal without having the need to enter a username and password.

Guest User Account Functionality

The following are functions/features that are enabled for a guest user account:

• View the metadata and file properties of a document in the cabinet / folder in which a user can access.

• View a document's history of changes (edits to metadata and usage of file).

• Perform searches.

• “Get a Copy” of a document and download it your local hard drive.

• Email documents if this option is enabled by administrators.

• Use the viewer for read-only specific functions in the desktop client if enabled by the administrator.

• View the properties of the library in read-only mode.

• View reports if given access by an administrator.

The following functions/features are restricted in a guest user account:

• Add a document.

• Check out a document.

• Edit the metadata of a document.

• Create links between documents but can view the linked documents made by other users.

• Create smart folders or saved searches.

• Move or copy documents to another library location.

• Delete documents.

• Add documents to the Document Tray.

• Create or add a Virtual folder in My FileHold.

• Access My FileHold and its sub nodes including: My Favorites, Checked Out Documents, Document Alerts, Document Reminders, Recently Accessed and Recently Added.

• Access to view preferences including My Alert Preferences and My User Preferences.

• Participate in or observe a Workflow activity.

• Access My Workflow Tasks and Workflow Status Report.

To purchase guest user licenses and the named alias user account, contact sales@filehold.com.

See also:

Creating Guest User Accounts

Creating the Self-Service Portal

Customizing the Header Panel in the Self-Service Portal