1.877.833.1202

List of Users

FileHold 16.0

The list of users is accessible in the Administration Panel in the Web Client under System Management > User Management > Users. The Users list page is where you create and manage all of your users of FileHold. Anyone accessing FileHold requires a user account.

Users List

The default columns displayed are:

Column Header

Description

Full name

First and last name of the user.

User login name

The login name of the user.

Email address

The email address of the user. This is the email account that the FileHold notification emails are sent to.

User license

Full, Limited Registered user, or Portal alias user.

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 the 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 the 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 the limited concurrent sessions.

For more information on limited registered or portal alias users and the anonymous portal, see Creating the Anonymous Portal.

User status

Enabled or disabled.

Domain

The domain that the user belongs to if a domain user. If a local user, the domain is blank.

Guaranteed access

A concurrent session is dedicated to a user.

Viewer assignment

A FileHold viewer level 1, FileHold viewer level 2, Brava Office viewer, Brava Office viewer CAD, Brava Office viewer Engineering, or None.

Starting in 2017, Brava viewer licenses are no longer available for new purchases. This information is retained for existing users only.

For more information on how to use the viewers, see Document Viewers.

Web scanning

WebCap scanning license is assigned.

Group(s)

The name of the group(s) the user is assigned to.

Last login

The last time the user logged in.

 

Other columns that can be displayed are: last modified date, street, PO Box, city, state/province, zip/postal code, country/region, work, mobile, home, page, instant messenger, IP phone, fax, title, company name, department, office, division, web page, and notes.

Edits to the user properties can be changed for some of the displayed columns directly in the Users list. For example, you can change the user’s status, viewer level, guaranteed access, and web scanning license.

To edit directly in the users list

  1. Click in the cell for the user property that you want to change.
  2. Change the property.
  3. If the property cannot be changed in the Users list view, simple double-click on the row and you can edit the full user properties. See Creating Locally Managed Users for more information.

How to manipulate the Users List view

The users list can be modified to add or remove columns, resize or change the order of the columns, sort ascending or descending, filter the results, and save these different views. The displayed information can be exported out of the system in order to do further analysis on user accounts.

Function

Description

Sort ascending/descending

Click on the column header to sort ascending or descending.

Alternatively, click Column menu in the column header and select Sort Ascending or Sort Descending.

An up or down arrow shows in the column header indicating the sort order.

Add or remove columns

Click Column menu in the column header and select Columns. Select the check boxes for the columns to be displayed. Clear the check boxes to remove the header.

Resize columns

Hover the cursor between the column headers to resize a column.

Resize columns

Filter

Click Column menu in the column header and select Filter. Select the filter options and click Filter. The filter options available depend on what type of column is selected.

A white filter icon Column filter is shown in the header if the column is being filtered.

To clear the filter, go to Filter and click Clear.

Multi-select users for mass edit

Use Shift or Ctrl keys on your keyboard.

Change column position

Drag and drop columns to the desired position.

Group by a column

Drag and drop a column header to top blue bar that says “Drag a column header and drop it here to group by that column”.

To remove the grouping, click the X next to the header name in the blue bar.

Group by column - Users List

Save view settings

If the view is modified, the view can be saved for reuse. Click Settings > Save. Enter a view name and click OK.

To use a saved view, go to Settings > Saved Settings > <view name>.

To delete a saved view, go to Settings > Saved Settings > <view name > Delete.

To restore to the default view, go to Settings > Restore system default settings.

Save view settings - Users List

Scroll through pages

In the bottom left corner, use the scroll settings to:

  • Go to first page
  • Go to previous page
  • Go to next page
  • Go to last page

Adjust the number of items per page: 15, 30, 60

Scroll though pages - Users List

Refresh screen

Click Refresh in the bottom right corner.

Refresh report - Users List

 

FileHold 15.2.1 and lower versions

List of Users

The list of users is accessible in the Administration Panel in the Web Client under System Management > User Management > Users. The following functions can be completed from the Users page:

Function

Description

 Add Add user

Add a registered user.

 Add to group Add user to group

Add currently selected users to a group.

 Delete Delete user

Delete currently selected users from the system (not recommended). See Disabling Users instead.

 Set viewer license Set viewer license

Set a viewer license for the currently selected users.

 Enable user Enable account

Enable a currently disabled user.

 Disable user Disable user

Disable a currently enabled user.

 Automatic password reset (Web Client only) Automatic password reset

Send a notification email to the selected users to reset their password.

 Add web scanning license Enable web scanning license

Set a web scanning license for currently selected users.

 Remove web scanning license Remove web scanning license

Remove a web scanning license for currently selected users.

The Users list includes the remaining licenses panel and a filter panel.

The Remaining Licenses area contains a summary of the purchased licenses: registered users, concurrent sessions, viewers, WebCap scanning licenses, Capture licenses, SharePoint sessions and guest sessions. The various licensing options can be expanded or collapsed by clicking on the + or -. The number of licenses remaining is shown in brackets.

A Registered User is someone who has a FileHold account can access the system if the account is enabled. Concurrent sessions is the total number of people allowed to use FileHold at the same time. For example, you may have purchased 250 registered user licenses and 100 concurrent sessions. This means that only 100 out of the 250 registered users can log into FileHold at the same time. The following table describes the information in the Remaining Licenses.

Item

Description

Registered User

Someone who has a FileHold account can access the system if the account is enabled.

Concurrent sessions

The total number of users with a role of “read only” or higher role allowed to use FileHold at the same time. For example, you may have purchased 250 registered user licenses and 100 concurrent sessions. This means that only 100 out of the 250 registered users can log into FileHold at the same time. The number of concurrent sessions in use is shown.

Guest concurrent sessions

The total number of users assigned a role of “guest user” allowed to use FileHold at the same time. For example, a generic guest user account can be created and be given to all employees to access common company information such as forms, policies, guidelines, etc. Guest concurrent sessions can be purchased in packs of 50. The number of guest sessions purchased indicates the number of users that can be using FileHold at the same time. The number of guest sessions in use is shown.

SharePoint client concurrent sessions

The total number of users that can use the Microsoft SharePoint web part. The number in use is shown.

Capture concurrent sessions

Indicates the total number of copies of SmartSoft Capture that was purchased.

A license for a single copy of Capture allows for use by any number of users. There is no restriction to the number of workstations Capture can be installed on, but the concurrent use of Capture cannot exceed the total number of single copies purchased by the customer.

For example, if the customer purchases 5 copies of Capture and installs the software on 20 workstations, 5 users can simultaneously run the software. If a 6th person attempts to run Capture, they will be told they are not licensed.

FileHold viewer level 1

The number of level 1 viewers that are licensed, allocated and available to be assigned to a user account.

Level 1 viewer includes the PDF/Image viewer in the FileHold Desktop Application and the Web Client.

FileHold viewer level 2

The number of level 2 viewers that are licensed, allocated, and available to be assigned to a user account.

Level 2 viewer includes the PDF/Image viewer in the FileHold Desktop Application and the PDF/Image/Word viewer in the Web Client.

Brava Office viewer

The number of Brava viewers that are licensed, allocated, and available to be assigned to a user account.

The Brava viewer is no longer available. It is retained for existing users only.

Brava Office viewer, CAD

The number of Brava CAD viewers that are licensed, allocated, and available to be assigned to a user account.

The Brava viewer is no longer available. It is retained for existing users only.

Brava Office viewer, Engineering

The number of Brava Engineering viewers that are licensed, allocated, and available to be assigned to a user account.

The Brava viewer is no longer available. It is retained for existing users only.

Web scanning licenses

The number of WebCap licenses that are licenses, allocated, and available.

The Filter area can be used to narrow down the users displayed in the search results below. Enabled users only, local users (non-Active Directory users) first or last name, company, department, email address, group name, and logged in dates are the filter criteria that can be used. Search results can be exported as a csv file. If no filter criteria are used then all users are displayed in the search results. A unique ID number is given to each user. In the event that users have exactly the same name, the unique ID number can be used to differentiate between the same named users. This unique ID is used in the various logs and reports.

The number of users is shown in the search results list. The number of rows that are displayed in the report view can be adjusted to show 15, 30, or 60 rows at a time. Click on the column to sort in ascending or descending order.

To search for a user

  1. Go to Administration Panel > System Management > User Management > Users.

  2. Use any of the following filters:

  • Enabled users only

  • Local users only

  • First or last name starts with

  • Company starts with

  • Department starts with

  • Email address contains

  • Group

  • Last logged on from <date> to <date>

  1. Click Apply Filter. The number of results and the report are shown below. The number of rows that are displayed in the report view can be adjusted to show 15, 30, or 60 rows at a time. Click on the column to sort in ascending or descending order.

  2. To export the results, click Export as CSV.

The information displayed in the results are:

Icon Column Header Description
Enabled domain user icon   FileHold local or domain user. Account may be enabled or disabled.
Disabled domain user icon   A domain user that has been disabled in the domain.
Domain group icon   Domain group. This is used as a placeholder when creating FileHold groups.
  Full name First and last name of the user. 
  User login name The login name of the user.
  User status Enabled or disabled.
  Guaranteed access A concurrent session is dedicated to a user Yes or No
  Viewer assignment A FileHold viewer level 1, FileHold viewer level 2, Brava Office viewer, Brava Office viewer CAD, Brava Office viewer Engineering, or None. Note that the Brava viewer is no longer available. It is retained for existing users only.
  Web scanning Web scanning (WebCap) is assigned Yes/No.
  User type Local or domain user.
  Domain The domain that the user belongs to if a domain user. If a local user, the domain is blank.
  Group(s) The name of the groups the user is assigned to.
  Last login The last time the user logged in.
  Last modified date The last time the user profile was updated.