Adding a user for GoFileRoom security

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If you have administrative privileges, you can add a new user to GoFileRoom by following these steps.

  1. Choose Administration > Manage Users & Groups from the GoFileRoom toolbar.
  2. In the Users tab, select Add New User from the Select User field.
  3. Complete the setup for this user as follows:
    Setting Action
    Login Enter the user's email address in this field.

    Note: Logins can not exceed 45 characters and must be in a valid email format. For example,

    Full Name Enter the user's full name in this field. We recommend using the Last name, First name format.
    Password Enter the user's case-sensitive password into this field.


    • Passwords cannot match any of the previous ten passwords for a given user.
    • New passwords cannot contain a previous password. Example.
      If your previous password was password1, password10 would not be accepted but password2 would be accepted.
      For more information, see Managing GoFileRoom password settings
    Verify Password Enter the same password into this field for verification.
    User must change password at next logon Tick this checkbox to require a user to change their password the next time they log on.

    Note: This checkbox is ticked by default for security purposes. If you tick this checkbox for a user who is a restricted drawer owner, GoFileRoom removes the drawer ownership for that user.

    Account expires on If this will be a temporary account that expires automatically, tick this checkbox and select an expiration date and time for this account. The account will not be useable after the specified date and time but will remain as an unlicensed, inactive account.

    Note: A disabled user account retains group memberships for future use.

    Allow access to reports If the user is authorised to view management reports, you can tick this checkbox to allow the user to view a document's audit history. Click the Reports button and specify the reports that this user is authorised to view. We recommend that you specify to allow or deny access for each report. If a user inherits report security privileges from a group and also has individual report security access, the user will have the individual report security level of access only.
    Allow user to work offline Tick this checkbox allow this user to work on GoFileRoom documents offline
    Multi-factor Authentication If multi-factor authentication is optional for your firm, mark this checkbox to enable it for this user.
    Upload Location To assign a specific document upload location for this user, choose an available upload location from this field.


    • Upload locations are set up using the GoFileRoom Upload Documents Service.
    • To configure upload locations, choose the Administration > Manage Configurations > Locations tab and specify the universal naming convention (UNC) name for the location where documents will be stored temporarily until the GoFileRoom Upload Documents service adds the file into GoFileRoom. We recommend that your firm configure upload locations at the user level. If you do not select a location, this functionality is disabled and the default location is not used.
    Licence Type Select the Dedicated or Concurrent in this field.

    Users who are assigned a dedicated licence will have no access restrictions to GoFileRoom regardless of how many other users are logged in. You can assign up to the number of dedicated licences your firm owns.

    Users assigned a concurrent licence share a pool of licences . When a user with a concurrent licence logs into GoFileRoom, they borrow a licence (if available) from the pool for that login session. When all available concurrent licences are being used, the next individual to log into the application is denied access to GoFileRoom. There are no restrictions to the number of users who can be assigned a concurrent licence . However, users should be sure to log out of GoFileRoom when they are done with a session to make GoFileRoom accessible to other users who need to access it.

    User Administration Tick this checkbox to specify whether this user can manage other user accounts. Access to administrative tools by users with this security privilege is limited to user security settings.


    • You can use this feature to alleviate account management from the IT department by delegating it to the company's administrative manager.
    • If an administrator at the user-management level resets a Full administrator's password, the Full administrator's security access is reset to the user-management level. This feature prevents the elevation of privileges by user-management level administrators.
    • A user who is a member of the Administrators group cannot have the User Administration checkbox ticked . For more information, see Manage Users and Groups is the only option present in the Administration Menu.
  4. Add the user to any appropriate groups by selecting items in the Groups pane and clicking the right arrow button. The selected groups appear in the Member Of pane

    Note: If a user belongs to multiple groups, they will have access privileges of the most restrictive group.

  5. Click Save to add the new user to the GoFileRoom database.

Related topic: Managing users and groups