How to Manage System Users in Document360

Overview

Document360 categorizes system users into two categories: team accounts and reviewers. For the purposes of user management internally, we refer to team accounts as administrators and reviewers as reviewers. Follow these guidelines for managing both user profiles in Document360.

Administrators

Administrators include users with system admin access and/or the ability to directly edit content. These roles include: admins, contributors, draft writers, and editors.

Reviewers

Reviewers include users with access to provide comments on articles, but they have no system or direct editing capabilities.

System user licenses

There are a limited number of administrator and reviewer licenses. To manage the allocation of licenses, refer to this document.

Note: When a system user no longer needs access, their account status should be changed to a reader. This will help us manage our license allotment.

Group management

Team account groups let you assign the same roles, permissions, and access to multiple accounts. Before you add a new system user, ensure their group is set up in the system.

Verify the team account group

Navigate to Settings.
Select USERS & SECURITY.
Select team accounts & groups.
Click the Team account groups tab.

Notes:
If the team account group exists, proceed to creating the new user and assigning them to their respective group.
If the team account group does not exist, create a new group before adding the new user to the system.

Creating a new group

Follow the first four steps above to navigate to team account groups.
Click the New team account group button.
Type the “Name of the group” in the Enter group name field.
Choose the project role from the Project role drop-down menu.
Choose the Content role from the Content role drop-down menu.
Select Category from from the Content access drop-down menu.
Select the category or categories the group should have permission to under Documentation.
Click the Apply & Continue button.
Click the Next button.
Click the Create team account group button.

User management

The Team account tab in Document360 allows you to add, edit, and remove system users.

Warning: Before adding users in Document360, ensure you have added them to this document.

Adding a new user

Navigate to Settings.
Select USERS & SECURITY.
Select team accounts & groups.
Click the Team account tab.
Click the Add button.
Select team account.
Enter the “user’s email” into the Email field.
Choose the project role from the Project role drop-down menu.
Choose the Content role from the Content role drop-down menu.

Tip: You do not have to set individual content access for the user. Assigning the user to their respective group will auto assign their category access.

Choose the Team account group from the Assign groups drop-down menu.

Note: If the team account group does not exist, create a new group before adding the new user to the system.

Click the New team account button.

Converting a system user to a reader

To manage our system user license allotment, users should be converted to a reader when they are finished with their upgraded license.

Navigate to Settings.
Select USERS & SECURITY.
Select team accounts & groups.
Click the Team account tab.
Click the Checkbox next to the team account or email.
Select Convert to reader in the header navigation.
Set Content access to None.
Click the Confirm button.

Deleting a user

Navigate to Settings.
Select USERS & SECURITY.
Select team accounts & groups.
Click the Team account tab.
Click the Trash icon to the right of the team account or email.
Click Yes in the pop-up modal to confirm the account deletion.

Outcome

Following these guidelines, you should be able to manage administrators and reviewers in Document360.