Creating Guest User Accounts


In order for guest users to access the system through the Web Client, you will need to create at least one guest username and password ("named alias" account) and add it to the Guest User role/group. Guest users access the system using a session created from the pool of guest concurrent sessions. Guest concurrent sessions are purchased in groups of 50 at a very low cost relative to normal concurrent sessions. For more information on purchasing guest sessions or accounts, contact sales@filehold.com.

After you create the guest user account, you will need to assign the group to cabinets, folders, and schemas in order for the users to view the documents. After you have created the guest user account and assigned the guest user group to cabinets, folders, and schemas, the guest user can login to the Web Client to view documents with read-only permissions.

The following diagrams describes the different type of situations that may occur for guest user accounts.

Guest user account diagram

To create guest user accounts

  1. In Web Client, go to System Admin > User and Group Management > Users.
  2. Click Add Users.
  3. Select if the user is a Locally Managed User or a Domain User.
  4. Click Next.
  5. Enter the general user information and click Account Settings. For example, create a user called "Guest" with a password of "Guest".

TIP: If you will be setting up the guest portal, the guest user password must use characters that do not conflict with reserved XML characters. See the XML standard for a list of reserved characters in XML.

  1. Select the account options such as when the account expires and click Member Of.

TIP: Do not set the guaranteed concurrent session option as that will prevent the user from accessing the guest concurrent sessions regardless of the user role.

  1. Click Add User to Group.
  2. Select a group that uses Guest role and click Add. You may need to create a guest group.

TIP: If you make the user a member of a group with a non-guest role, you will prevent the user from accessing the guest concurrent sessions even if the user is also assigned to a group with a guest user role.

  1. Click OK.