Documentation/ Account and plan/ Users and roles
Users and roles
The Users screen, in the Account block of the menu, is where the company's users are added, edited and removed. Only the administrator can open it.
On this page
The three roles
| Role | What it covers |
|---|---|
| Administrator | Everything, including managing users, the plan screen and the subscription invoices. |
| User | The ordinary day-to-day work on documents. No access to running the account. |
| Client | A restricted profile, meant for someone who only ever supplies documents. |
How many users you get
The number comes from your plan. The screen shows a counter reading N of M users, or says there is no limit when the plan does not set one.
Once you reach the limit, New user is switched off and the screen says why. More users means a bigger plan.
During a free trial the account allows one user only.
Adding a user
Account › Users › New user button
New user asks for:
| Field | Required | Notes |
|---|---|---|
| Yes | It becomes their username. It is checked against everyone already in the system. | |
| First name | Yes | — |
| Surname | Yes | — |
| Role | Yes | Sets what they can reach. |
| Password | Yes | Generated for you, or typed in by hand. |
| Assign documents to | No | Sends the documents this person uploads to another user. |
| Default project | No | The project applied to their uploads without them choosing it. |
The password
Two ways to set it:
- Let the system generate it. It is shown once, when the user is created.
- Type one in. Eight characters minimum.
A generated password is never shown again. The screen makes you tick a box to say you have copied it before the dialog will close, and there is a button to copy it to the clipboard. Lose it and the user has to go through the normal password reset.
Sending their documents to someone else
Assign documents to sends whatever this person uploads through to another user in the company.
It is the setting to use when one person just brings the paperwork in and someone else deals with it: the documents land straight with whoever is going to work on them. The default is no redirection.
Default project
Default project puts a project on this user's uploads automatically, so nobody has to pick one each time.
If the user has no projects to choose from, the screen says so: give them a project first.
Editing and removing
Every row in the list has an edit action and a delete action. The list shows the email, the name, the role, who the documents are redirected to and the default project.
Removing a user cannot be undone. The application asks you to confirm, naming the email address concerned.
What can go wrong
| Message | Why |
|---|---|
| This email is already registered | The address belongs to an existing user, in this account or another. |
| Invalid email format | What you typed is not shaped like an email address. |
| The password must be at least 8 characters | The password you typed is too short. |
| You have reached your plan's user limit | The plan will not take any more users. |
| This user has no eligible projects | You tried to set a default project for someone who has no projects assigned. |