In the user administration, you can modify users’ data and adjust their user account settings. You have the following options:

●    Change general user data

●    Change permissions
Which permissions you can grant or modify depends on your own permissions and on the permissions of the users whose user accounts you would like to edit.

●    Change authentication methods

 

You can only view user IDs, the license type, and information on user logs; these items cannot be modified.

 

To modify general user data, proceed as follows:

1.   Select User on the sidebar.
The user administration is displayed and provides an overview of all users.

2.   Select the user whose user account you would like to edit. Alternatively, select the Additional options icon to the very right in the respective user’s row and then, in the context menu, select Manage user.
The user account is displayed, and in it, the tab Details.

3.   In the General area, change the name, email address, phone number, organization, and user description if required. Make the desired changes in the respectively named fields.

4.   In the User groups area, you can change the user groups the user is assigned to. You can delete previously assigned user groups by selecting X . You can assign new user groups by opening the drop-down list and selecting the desired user groups. 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.

5.   In the Notifications area, you can specify how often the user should be notified about new or edited files in their idgard Boxes. Select one of the following options:

●    Hourly: The user receives hourly notifications.

●    Daily: The user receives daily notifications.

 

6.   Select Save.

7.   Select X, to close the dialog.

 

To modify user permissions, proceed as follows:

1.   Select User on the sidebar.
The user administration is displayed and provides an overview of all users.

2.   Select the user whose user account you would like to edit. Alternatively, select the Additional options icon to the very right in the respective user’s row and then, in the context menu, select Manage user.
The user account is displayed, and in it, the tab Details.

3.   Select the tab Permissions.

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

●    PrivacyBox: The user is allowed to create PrivacyBoxes.

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

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

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

 

You cannot revoke the permission to create Boxes for users with the Technical admin role.

5.   In the Guest creation options area, you can modify the types of guests the user is allowed to create, if required. You have the following options:

●    Regular guest: The user is allowed to create guests whose user accounts do not have an expiration date.

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

 

6.   In the View permissions area, you can modify the types of users the user you created is allowed to see, if required. Select one of the following options:

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

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

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

 

7.   In the Admin permissions area, specify which user administration areas the user is allowed to access. The user must first successfully complete the registration process. You have the following options:

●    Technical admin: The user is allowed to access the Enterprise settings menu.

●    Billing admin: The user is allowed to access the Booking menu.

●    Room assistant: The user is allowed to create Data Rooms but cannot see the majority of the contents in the Data Rooms.

 

8.   Select Save.

9.   Select X, to close the dialog.

 

To change the authentication methods, proceed as follows:

1.   Select User on the sidebar.
The user administration is displayed and provides an overview of all users.

2.   Select the user whose user account you would like to edit. Alternatively, select the Additional options icon to the very right in the respective user’s row and then, in the context menu, select Manage user.
The user account is displayed, and in it, the tab Details.

3.   Select the tab Access.

4.   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. In the Phone number field, enter the phone number of the new user if you would like to send the pass code via SMS. Copy the pass code so you can send it later on or select Send Pass codeif you would like to send the pass code directly to the specified phone number. 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.

 

Once a user is registered, this area is no longer displayed.

5.   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 bu 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.

 

6.   Select Save.

7.   Select X, to close the dialog.