This Help topic refers to the following editions:
þ Enterprise þProfessional
The Manage Users/Group Window can be reached from the Desktop Menu Bar item Tools/Options/Manage Users/Groups.
Setting application defaults is an Administrator function and can only be changed by users with Administrator permissions except for the ability to change a user password.
When the administrator has set the Library default to require login they must also create a list of users and associated passwords.
Recommendation:
Before setting DocuXplorer security defaults read the Security items of the program help.
Users who have been assigned Administrator permissions will have full read/write access to every object in DocuXplorer including the ability to set global defaults and change properties and security permissions. A user other than an administrator can only be given permission to change their password.
All names added to the User/Groups List are specific to the Library and need only be set once.
Changes or additions to the user list can be accomplished on any workstation attached to that Library.
Groups allow you to set specific security permissions for groups of individuals. The Groups List allows you to add users to a Group. .
Manage User/Groups - allows an administrator to add new users and groups and use drag and drop to add users from the user list to a group.
Properties - allows an administrator to set passwords and other user specific items
Name - user name
Password - enter the user password. The user password is case sensitive.
Confirm Password - reenter user password
Password Created - this is used in conjunction with Administrative Defaults and enabling password complexity rules. This value determined when the password was created for each user and based on the complexity rules when it will be need to be renewed.
After a user's password expires, they will be asked to create a new password when they try to log in again. A screen will appear asking for the old password, the new password, and new password confirmation.
Administrator - check-off this options if a user is to have full rights to DocuXplorer and can make changes to the application.
Workflow Administrator - check-off this options if a user is to have access rights to create, modify and deleting workflows.
Account Disabled - allows administrator to disable a user without removing them from the user list.
Desktop Internet Access - check this item if a user is using the DocuXplorer Desktop and will access the server via an Internet connection. This is not required if the user will access via Terminal Services, Remote Access or Citrix.
Web Client Access - Select one of three options below to control what method a user can access the Web Client via a internet browser
Disabled - no access is allowed
Read Only - Access is allowed but the user will not be able to make any changes
Read Write - Access is allowed and the user will be able to add/modify document
Description - allows users to enter information about the user. This field will also display the Network Source if the user was added via import.
Member of - provides a list of groups the user is a member of.
Tip:
To provide the fastest access to documents via the Internet, Terminal Services or Citrix are recommended.
To add a User;
Right-click in the Manage Users/Groups Windows and select Add from the menu
Enter the User Name
Enter the users' password into the Password field
Enter the same password in the Password Confirmation field
Check Allow Internet Access if using a VPN connection
Check Administrator if user is to have full read/write access to all objects in DocuXplorer
Check Account Disabled to prevent access by user to the DocuXplorer Library
Repeat to add additional users
When the complete list has been created click the Menu Bar item Save and Close
Tips:
• The Administrator user can not be deleted or renamed. The default Administrator password of " admin" should be changed as it is not secure. Do not forget your Administrator password, if you do and are unable to access DocuXplorer because of a forgotten password contact tech support to assist with this issue. Support for this issue will incur a Level 1 Support Incident charge.
• Users can change their own password at any time but cannot make any changes other than their own password in the User/Groups Settings
• It is recommended that users are configured with a email account to allow for self service password reset.
To add a Group:
Right-click Groups in the Manage Users/Groups Windows
Click the Add button to bring up the Add Groups Dialog
Enter the Group Name
Enter Group Description as needed
To add a user to a group:
Drag and drop the user from the user list onto a group
Tip:
A user added to a group automatically inherits the group's permission sets.
To delete a user or group from the list:
Right-click in the Manage Users/Groups Windows and select Delete from the menu
Click Save and Close
To rename a user or group from the list:
Right-click in the Manage Users/Groups Windows and select Rename from the menu
Type in the new name
Click Save and Close
Tip:
Renaming of a user or group should not be executed while the users in the group have DocuXplorer tables open.
Import user and groups from network resource
DocuXplorer will automatically populate the Group or User List with selected groups or user names contained in a Microsoft Active Directory. DocuXplorer does not synchronize to the Active Directory so any changes or deletions made in the Active Directory will also have to be made in DocuXplorer.
To retrieve user names:
Right click in the Users/Groups Window to bring up a menu
Select Import user and groups from a network resource
Select the name of the server or workstation with the list to retrieve
Highlight the groups/users to add from the list of Active Directory Selections
Tip:
When selecting, highlight both the group and the users in that group to import to DocuXplorer. If you select a group without selecting its users, only the group item will be imported.
Click OK
Create passwords for each user name
Tip:
To speed the importation process it is recommended that when importing users from the Active Directory you choose only users that will need access to the DocuXplorer Library.
Importing only those users who will need access to the DocuXplorer Library assures maximum speed in opening objects in DocuXplorer.
Change the display of the Active Directory Selection List using the filter item to display Groups and their associated users in a logical tree or as a list of users.
Refresh - will refresh the screen display
Import Users and Groups from a .csv file
DocuXplorer will automatically populate the Group or User List with selected groups or user names contained in a .csv. This process will only add new information and not update of delete existing information.
To import Users and Groups via .csv:
Tip: The User and Group CSV file is delimited with a semicolon(;) due to the groups column being comma(,) separated as seen in the example in the API Instructions linked above.
Navigate to the templates folder and import the ImportUserAndGroups.csv as an example. The file is found in the following directories:
Professional Location: C:\ProgramData\DocuXplorer\Templates\Sample Data
Enterprise Location: …\DXDocs\DXInstall\DocuXplorer\Templates\Sample Data
