Create new users

Create new users

You can create new users in the user administration via the Create User function. This function is available in the top bar. When you select one or several users in the user overview, the available batch actions are shown in the top bar.

 

To create new users, proceed as follows:

1.   On the sidebar, select the menu User.
The user administration is displayed and provides an overview of all users.

2.   In the top bar, select Create User.
On the right side of the screen, the Create User dialog, and in it, the step, Details is displayed.

3.   In the General area, in the Name field, enter the first and last name of the new user.

4.   In the Email field, enter the email address of the new user.

5.   In the optional field Phone number enter the phone number of the new user.

6.   In the optional field Organization enter the name of the organization or company to which the new user belongs.

7.   In the optional field Description enter any additional information.

8.   In the License area, choose from the following options in the drop-down list:

    Full license, if the new user should be granted a full license.

    Guest license, if the new user should only be granted a guest license. If the guest license should be limited, tick the check box Set expiration date and specify the date on which the guest license should expire in the field below.

 

9.   In the User groups area, choose the user groups from the drop-down list to which you would like to assign the new user. Alternatively, you can enter a search term in the Search field. The list of available user groups is refreshed with each letter typed into the search field so that only potential matches are displayed.

10.         Select Next.
The Permissions step is displayed if the new user has a full license. No permissions need to be set for users with guest licenses and the next step Access is displayed.

11.         In the Box type creation permissions area, select the Box types the new user is allowed to create. You have the following options:

    PrivacyBox: The new user is allowed to create PrivacyBoxes.

    Temporary Box: The new user is allowed to create temporary Boxes.
The Maximum lifespan field is displayed. Enter the number of days for which the Box should be active before it is automatically deleted.

    Data Rooms: The new user is allowed to create Data Rooms. This is only possible if Data Room licenses are available.

    Share Box: The new user is allowed to share own Boxes with other users.

 

12.         In the Guest creation options area, choose the types of guests the new user is allowed to create. You have the following options:

    Regular guest: The new user is allowed to create guests with unlimited user accounts.

    Temporary guest: The new user is allowed to create guests whose user accounts are automatically deleted on a certain date.

 

13.         In the View permissions area, choose the types of users the new user is allowed to see. Select one of the following options:

    Can see own invited Guests and other Full Licenses: The new user is allowed to see own invited guests and other users with full licenses.

    Can see own invited Guest Licenses only: The new user is only allowed to see own invited guests.

    Can see all Guests and Full Licenses: The new user is allowed to see all licenses of the account.

 

14.         Select Next.
The Access step is displayed.

15.         In the Invite to Boxarea, select which Box new users with a guest license are allowed to access first upon successful registration. This option is not available for new users with full licenses. Select one of the following options:

    Don't invite to any Box, if the new guest license user should not have access to any Boxes initially.

    Create a common PrivacyBox, if you would like to create a PrivacyBox for shared use. As soon as the new guest license user is created, a PrivacyBox is created and displayed in the Box overview. The new guest license user is allowed to access this PrivacyBox upon successful registration.

    Invite to an existing Box, if the new guest license user is allowed to access an already existing Box. To do so, under Select Box , select the Box the new guest license user is allowed to access upon successful registration.

 

16.         In the Two factor Authentication for Registration area, specify how the new user should authenticate themselves during registration. To do so, choose one of the following options from the list:

    Pass code: The new user must authenticate themselves with a pass code during registration.
The fields Pass code and Phone number are displayed. In the Pass code field, enter a 5-digit pass code or select the Refresh icon to generate a pass code. Copy the pass code so you can send it later on. In the Phone number field, enter the phone number of the new user if you would like to send the pass code via SMS. You can also choose to send the pass code via other communication channels.

    LoginCard: The new user must use the data on your LoginCard for registration.
The fields LoginCard and LoginCard code are displayed. Enter the number printed on your LoginCard in the LoginCard field. Select Check LoginCard, to register and test the LoginCard. In the LoginCard code field, enter the code generated by your LoginCard.

    None: The new user may register without two factor authentication.

 

17.         In the Two factor Authentication for Login area, specify how the new user should authenticate themselves after registration when logging into the idgard app. To do so, choose one of the following options from the list:

    Authenticator app—One time password: In addition to username and password, the new user must also enter a one-time password that is generated by the authenticator app.

    SMS Pass code: The new user must authenticate themselves with a pass code received via SMS during registration.
The Phone number field is displayed. Enter the phone number of the new user to whom the SMS pass code should be sent.

    LoginCard: The new user must use the data on your LoginCard for registration.
The fields LoginCard and LoginCard code are displayed. Enter the number printed on your LoginCard in the LoginCard field. Select Check LoginCard, to register and test the LoginCard. In the LoginCard code field, enter the code generated by your LoginCard.

    None: The new user may register without two factor authentication.

 

18.         Select Create User.
The new user is created and the registration link displayed.

19.         Choose from one of the following options:

    Select the Copy icon next to the registration link to copy the link to the clipboard.

    Send pass code via SMS, if you would like to send the pass code via SMS. The pass code can only be sent successfully if a phone number has been entered for the new user.

    Send invitation link, if you would like to send the registration link via email with an invitation text. To do so, select the option Open in email client, the desired email program, and Open link.

 

You can select multiple or all options in successive steps. Make sure to send the registration link and the pass code via separate communication channels.

20.         Select X, to close the dialog.
The new user is displayed in the user overview.


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