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, paul.parnes@pvm.com.

    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.

    Notes

    • 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 security settings
    Verify Password Enter the same password into this field for verification.
    User must change password at next logon Mark this checkbox to require a user to change his password the next time they log on.
    Force password change every # of days Mark this checkbox to force a user to change thier password after the number of days that you specify in the adjacent field.
    Account expires on If this will be a temporary account that expires automatically, mark 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.

    User's Manager Choose the user's manager from this field.
    Allow access to reports If the user is authorized to view management reports, you can mark 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 authorized 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 Mark this checkbox allow this user to work on GoFileRoom documents offline
    Upload Location To assign a specific document upload location for this user, choose an available upload location from this field.

    Note: Upload locations are set up using the GoFileRoom Upload Documents Service.

    License Type Select the Dedicated or Concurrent in this field.

    Users who are assigned a dedicated license 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 licenses your firm owns.

    Users assigned a concurrent license share a pool of licenses. When a user with a concurrent license logs into GoFileRoom, they borrow a license (if available) from the pool for that login session. When all available concurrent licenses 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 license. 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.

    FirmFlow User Mark this checkbox to specify if this user requires a FirmFlow license.
    FirmFlow Routing Notification (User) Mark this checkbox to enable FirmFlow email notification for this user. The user will receive an email with a link to the FirmFlow module when a folder is routed to him.
    FirmFlow Routing Notification (Groups) Mark this checkbox to enable FirmFlow email notification at the group level for this user. The user will receive an email with a link to the FirmFlow module when a folder is routed to the routing pools to which he belongs.
    User Administration Mark 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.

    Notes

    • 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.
  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. (Does not apply to FirmFlow)

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

Related topic: Managing users and groups

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