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Creating Limited Registered or Portal Alias Accounts

Limited registered and portal alias user accounts (formerly guest accounts) have limited functionality but provides a cost effective method for many users accessing the documents in the library. See What are limited registered and portal alias and how do I set them up? for more information on what a limited registered or portal alias user can and cannot do in FileHold.

Limited registered and portal alias user accounts can be set up in a few ways:

  • A "portal alias" (formerly guest alias) user account. This account is to be used in conjunction with the anonymous portal. For example, you need all employees in the company to be able to access the company policies, HR forms, and general employee information. In this scenario, everyone in the company has access to the same documents in the library. Only a single portal alias account can be created in the system.
  • A "limited registered" user account (formerly guest accounts). One or more limited registered accounts can be configured in the system. Limited registered user accounts are created if you have users that need to access different documents in the library or you need audit tracking for each limited registered user account. Access is via the regular FileHold clients. For example, you need members of the Sales department, Marketing department, and the Managers group to see different documents in the library or require separate audit logging for each user. In this case you would need to create separate limited registered user accounts, each account to be used by all members of each department.
  • A combination of the above.

Limited registered and portal alias users access the system using a session created from the pool of limited concurrent sessions (formerly guest sessions). Limited concurrent sessions are purchased at a very low cost relative to normal concurrent sessions. For more information on purchasing limited concurrent sessions or limited registered accounts, contact sales@filehold.com.

After you create the limited registered and portal alias user accounts, 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 limited registered and portal alias user accounts and assigned the "limited" user group to cabinets, folders, and schemas, the users can login to the system to view documents with read-only permissions.

FileHold 16.0 and higher versions

To create a limited registered or portal alias account

  1. In the Web Client, go to Administration Panel > System Management > User Management > Users.

  • Alternatively, log into FDA and go to Administration > User Management > Users.

  1. Click Add.

  2. In the User license page, select one of the following:

  • Portal alias – This account is to be used in conjunction with the anonymous portal.

  • Limited Registered – Limited registered accounts are created if you have users that need to access different documents in the library or you need audit tracking for each user account.

  1. In the General page, fill in the general user information. See Creating or Viewing Locally Managed Users for more information.

  2. In the Account Settings page, select or enable any of the options. See Creating or Viewing Locally Managed Users for more information.

  3. In the Member Of page, select the group with a role of Limited. Only groups with a role of "limited" are available.

  4. In the Contact Information page, enter any details. This page may be left blank.

  5. Click OK.

  6. Enter the password twice and click OK.

  7. Click OK. The limited registered or portal alias user account is created.

 

FileHold 15.2.1 and lower versions

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.