Creating or viewing locally managed users
A locally managed user is a user account that is created and managed directly in FileHold, including the password. Modern authentication users are also added to the Users list by adding a locally managed user. On the User license page, an option “Authentication method” is available. From this list, a FileHold managed user or an External identity provider can be selected, if configured. If it is set to External identity provider, then the users will be authenticated against the configured external provider. Once the user account is saved, this value cannot be changed. External authentication users can be full or limited registered users. They cannot be portal alias users.
A domain user can also be added if configured. A domain user is a user account obtained through synchronization of FileHold with Active Directory server.
To create a locally managed user or external identity provider user
- From the Web Client, go to Administration > User Management > Users.
- Alternatively, in FDA, log in with system administrator rights and go to Administration > User & Group Management > Users.
- Click Add.
- Select Locally Managed User and click Next.
- In the User license page, select the Authentication method: Local or External identity provider. Note that this cannot be changed once the user account is saved.
- Select the User license type: Full, Limited, or Portal alias.
- A Full user license is a user that has been assigned to a group with a role of read-only or higher. Full users consume full concurrent sessions.
- A Limited registered user is a user that has been assigned to a group with a role of Limited. A single limited registered user account can be used by a single user or shared amongst many people. Limited registered users consume limited concurrent sessions.
- A Portal alias user is a user that has been assigned to a group with the role of Limited and is used in conjunction with the Anonymous portal. Portal alias users consume limited concurrent sessions. This option cannot be used with an external identity provider authentication method.
- In the General page, fill in the following information and click OK:
- First Name
- Last Name
- User Logon Name
- Default Language
- Short date format – Set the short date format for the user. See Miscellaneous Preferences for more information.
- Long date format – Set the long date format for the user. See Miscellaneous Preferences for more information.
- Short time format – Set the short time format for the user. See Miscellaneous Preferences for more information.
- Long time format – Set the long time format for the user. See Miscellaneous Preferences for more information.
- Source — Locally managed user account (cannot be edited)
- Initials – See Displaying Middle Initial with User’s Full Name for more information.
- In the Account Settings page, enter the following information under the General account settings area:
- FileHold account is enabled for this user — Select this check box if the user account should be enabled.
- User has guaranteed system access — Select this check box if the user should have access to the system at all times.
- User must change password at next logon — Select this option if the user is to set their own password the next time they log into the system. This option is recommended.
- Send activation email — Select this check box in order to send the new user an email containing a link to activate their user account. Enter an additional information for the user in the text box. If this option is enabled, the “User must change password at next logon option” is disabled. This option is not available after a user account has been created. For additional configuration for the subject line and contact email address on the notification email, see Logon Security.
- Exclude user from multi-factor authentication — If multi-factor authentication (MFA) has been enabled for the system, the user can be excluded from having to use it to log into FileHold. By default, the check box is disabled. See MFA Configuration for more information.
There are cases where a headless technical user is required, such as using the API, so there is no person to complete an MFA challenge. Technical users should take care to configure such clients in a secure, safe manner.
- In the License Options Assignment area, select the viewer license for the user. By default, the user is assigned a FileHold viewer level 1 license.
- None
- FileHold viewer level 1
- FileHold viewer level 2
- FileHold viewer level 3
- Select the Web scanning license assignment check box if the user is to be assigned a WebCap scanning license.
- In the Account expiration area, select an account expiration option. An account expiration date is good to use when you have contractors or temporary workers. The global password expiry is set in the System Configuration > Security > Logon page.
- Follow global policy to <never expire> (or) <expire in x days>.
- Follow global policy to expire in x days or, if sooner, end date of <date>.
- In the Member Of screen, add the user to a group. See Adding Users to Groups for more information.
- In the Contact Information screen, enter the user’s contact information such as addresses, phone numbers, and company information. This information is optional but may be necessary for things such as two-factor authentication or workflow.
- Enter the password for the user twice and click OK.
- Click OK. The user is added to the list of registered users.
Viewing user properties
You can view and edit user properties such as email addresses, account settings, group membership, and contact information.
To view user properties
- In the Web Client, go to Administration > User Management > Users.
- Alternatively, in FDA, log in with system administrator rights and go to Administration > User & Group Management > Users.
- Right-click on the user name and select Properties. Alternatively, double-click on the user name.
- Update or view the User License, General, Account Settings, Member Of, or Contact Information for the user and click OK.