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Adding Users to Groups

Once the users are in the system, you can add them to FileHold groups. Users can be assigned to an unlimited number of groups and groups can contain one or more users.

It is recommended that users access the Library as a member of a group instead of an individual user. This makes it easier to control access and maintain security. For example, you should add groups to Cabinet, Folder, and Schema memberships instead of users because it is easier to add and remove users from groups than it is to locate the Cabinets, Folders, and Schemas of individual users.

When users belong to more than one FileHold group they will inherit the access level of the highest group of which they are a member. For example if a user is assigned to the Marketing group (associated with a read-only role) and the Sales group (associated with the publisher role) they will have full publisher rights if both groups are assigned to a cabinet, folder, or schema. If only the Marketing group is assigned to a folder, then the user will have only read-only rights. If only the Sales group is assigned to folder, then the user will have publisher rights. See the diagram below.

Document Management Effective Permissions diagram

TIP: The maximum number of groups that a user can be assigned to is between 270 and 280 depending on their role.

The Library Administrator can restrict access to these users at the folder or schema level in order to preserve the security of the system. For more information about user permissions, see the Effective Permissions report.

There are several ways that users can be added to groups. You can add users to groups from both the Web Client and in FDA Administration > User and Group Management. The steps below are very similar when using either FDA or the Web Client.

To add a user to a group from the User list using Add to FileHold group button

  1. In the Web Client, go to Administration Panel > System Management > User Management  > Users and select the check box of one or more user names.
  • In FDA, go to Adminstration > User Management > Users.
  1. Click Add to FileHold Group Add user to group.
  2. Select the check box of the group you want to add the user(s) to and click Add. The user is now a part of the group.

To add a user to a group from the user list using the user properties

  1. In the Web Client, go to Administration Panel > System Management > User Management  > Users and select Properties from the drop-down menu on a user name.
  • In FDA, go to Administration > User Management > Users and click the User Name.
  1. In the User Properties, click Member Of.
  2. In the FileHold Groups this user is a member of list, click Add User to Group.
  3. Select the check box of the group you want to add the user(s) to and click Add. The user is now a part of the group.

To add users to a group from the group list

  1. Go to Administration Panel > System Management > User Management  > Groups and select Add Members from the drop-down menu on the group name.
  • In FDA, go to Administration > User Management > Groups and right-click on a group name and select Add Member.
  1. In the Find People window, enter the first or last name of the user and/or the email address and click Find Now.
  2. In the Results of People Search area, select the check box next to the user name(s) and click Select User(s). The user is added to the group.

To add users to group using the group properties

  1. In the Web Client, go to Administration Panel > System Management > User Management  > Groups and select Properties from the drop-down menu on the group name.
  • In FDA, go to Administration > User Management > Groups and click the Group Name in the list.
  1. In the FileHold Group Members area, click Add Members.
  2. In the Find People window, enter the first or last name of the user and/or the email address and click Find Now.
  3. In the Results of People Search area, select the check box next to the user name(s) and click Select User(s). The user is added to the group.