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Repository Users

This page is used by Administrators to add users as members of the Repository and to assign these users to User Groups.  Groups are used to define security access to documents, folders, etc in the Cabinets.   

Adding Repository Users
You must be a Repository Administrator or a Member Administrator to add a new user.  To add a new user, go to the Admin link at the top right next to My Account or if you have more than one repository, it will be a link next to the repository name in the left navigation pane.

Go to the second menu option titled "Add and Remove Users and Groups".  Enter the new user's email address in the space at the top.  If the person is a currently registered NetDocuments user, you will receive a message that the person already exists and it will ask you if you want to add them to you repository. If they have not been registered previously, you will be asked to create an account for them by entering some general information such as the full name of the person and assign the person a login Username.  We recommend that you make the username the full email address of the person.  Make sure you set them as either an internal or external user.  The person will then be sent a notification by e-mail with the Login Username and a link so they can enter their password and login.

Changing a User's password
If a an administrator wants to change a user's password, they must use the Forgot your password link on the login page and enter the person's email address or their username.  The person will be sent an email with a link to reset their password.  An administrator cannot force a new password on another user.  Passwords are not sent through an email.

Removing a User
A user can be removed from the Repository by highlighting their name in the Internal or External list and then clicking the Remove button below the list.  Once a user is removed, they no longer have any access to the Repository and its documents.

Note that there is menu item to remove a non-repository user from any NetBinders in the Repository to which they have access.  This is used only when you want to remove a NetBinder User (not a repository user) from all NetBinders contained in the cabinet.

Internal and External Users
Users can be added to the repository as Internal or External users.
Internal users are employees of your organization.
External users are people outside of your organization with which you share documents. 

When your organization subscribed to NetDocuments, you were provided a certain number of Internal and External user memberships.  External users will normally have a reduced feature set.  If you increase the number of memberships (user accounts) for your Repository, an invoice will be generated for the new number of memberships or Service Account Users you add.  For your convenience, after each External Users name, either their Organization or their domain will be listed.

If the new user is added as an Internal user, this new account is automatically added to the "Internal Users" group that exists by default in the repository. If the new user is added as an External user they can be added to any group in the repository that is designated as an external group. External users cannot be Repository or Cabinet administrators.

External users with view-only access have limited rights to documents in your repository beyond what view only access grants to internal users. Through the browser interface external users cannot email, copy, or save locally documents where they have only View rights.

Enabling Users for a Cabinet
When a person is added as a new internal member to a Repository, he or she will have automatic access to documents in a cabinet if the Internal Users group has been given rights in that cabinet.  If the Internal Users Group is not used in a cabinet, the user must be granted rights to the Cabinets through a specific group enabled in the cabinet.  If you are using groups other than the Internal Users group, you will need to first assign the user (member) to one or more User Groups.  Then, through a Cabinet's Administration page, you grant that User Group access to the Cabinet.  All users gain access to a cabinet through a defined User Group. 

You can add as many users to a Repository as needed.  To add users beyond your initial purchase go to the Repository Administration, click on Edit name, logo and billing information.  Increase the number of Internal or External users.  NetDocuments will automatically track that information and bill your account for the additional new user(s).  Contact NetDocuments if you have questions. 

Repository Administrator(s)
Any Repository Internal User can be defined as an Administrator.  When NetDocuments creates your Repository, one or more Administrators can be designated.   Administrators can make any other member an Administrator by clicking on the User Name, then User Details, and by marking the Repository administrator box. 

It is important to choose Administrators carefully.  A Repository Administrator has VSA rights to all documents and NetBinders, even if a user has removed all other Repository users from the access list of a document, the Administrator for the Cabinet can still access the document.  You may want to create an account just to be used for Administration purposes.  This will be one of your paid Internal users, but it provides an easier way to manage your system.  This Administration type of account is the only exception to allowing more than one person to login with an account per the Terms of Use Agreement.  It is OK if more than one person, for administrative purposes, uses an Administration account to perform Administrative functions only. If security is a concern when more than one person is using the same account, you have no way to tell who made a change. In that case, you may want to designate individual user accounts as Administrators.

View User Report
By clicking this link, you can view or print a list of all users in a repository.  The report is divided by Internal and External Users and shows the login activity for each user and summarizes all users at the bottom of the report.  You have an option to print a formatted report or to create an XML file which can be imported into Excel for further analysis.

Purchase more user Accounts
By clicking this link, you are able to increase your user accounts - either Internal or External accounts.  It is required that the amount be increased in minimum increments of 5% of your current users (either Internal or External).  An email is then automatically sent to NetDocuments to generate a modified subscription fee invoice.

Configure advanced authentication options
NetDocuments provides a variety of authentication options such as Digital Certificates and IP address to control and restrict access to the repository.  Refer here for more information.



Cabinet Administrators are allowed to create users
A repository administrator has the ability to allow the cabinet administrators the option of creating External Users and Groups at the Cabinet Administration level.  If the following box is checked, then all Cabinet Administrators will have this ability.
       Cabinet administrators can add external users to the repository.  
When Cabinet Administrators have this ability, on the Cabinet Administration page, under the Group List will be an additional link to create Users and groups.

Repository User Groups
 User Groups simplify the administration of access controls on documents, folders, NetBinders, and cabinets. Each user can belong to one or more user groups. A user must be a member of at least one group to be given access to a Cabinet. 

Create a new group by entering the name and clicking Create Group. To view or to modify a group’s membership, or to delete a group, highlight the group name and click the appropriate button.

One group is created by default called Internal Users to which all Internal users are members.  That group cannot be deleted or modified.  You can choose not to enable that group for an specific cabinet if you wish.

Hiding Group Membership
If you do not want a group's membership to be seen in a document or NetBinder access list, select Hide group membership under Modify Group.  This will restrict the ability to modify an access list at an individual level, but it can improve security where users should not know that another person is accessing the same document, such as a bid or proposal.

Do Not Display Group in User Lists
You can also check the box if you do not want the User Group to display in user lists.  For example, you wanted to create a Group for each Author that may have an attorney and the secretary in it.  You may not want this do display if your organization is large, so the list is unwieldy.  Those who will use that group know that it exists and do not need it to show in User Lists. 

Defining ND2 Interface Users
NetDocuments provides a second Interface, called ND2, which can be used to access NetDocuments via handheld devices such iPhones, Blackberrys, Windows Mobile and other Web-enabled smartphones.  It can also access other non-Windows environments such as Macs or Windows environments which do not allow the download of the Active X control.

Members are allowed to create new Cabinets
When creating a group, you can designate a group with users who are delegated the authority to create cabinets. There can only be one group in a Repository with this capability.  For any User who belongs to this group, the option for Adding Cabinets will be displayed on the Navigation pane.  Those users can create a new cabinet and can also copy from another cabinet, if they have delegated rights to create that cabinet also.