The following use case illustrates how guest license users, aka guests, are created in this particular case.
The following conditions apply to Guest A:
● Guest A should be granted a limited guest license.
● Guest A shall have permissions to access an already existing Box upon successful registration.
● Guest A shall have to authenticate themselves with a pass code during registration.
● Guest A shall be able to log into the idgard app without two factor authentication.
To create Guest A, 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 navigation bar, select Create
User.
On the right side of the screen, the Create
User dialog, and in it, the Details
step, 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, in the drop-down list, select Guest license.
9. Tick the Set expiration date check box.
10. Select the Calendar icon in the field below and specify the date on which the guest license should expire.
11. Optionally, 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.
12. Select
Next.
The Access step is displayed.
13. In
the Invite to Boxarea, select Invite to an existing Box.
The option Select Box is displayed.
14. Choose a Box from the drop-down list. Alternatively, you can enter a search term in the search field.
15. In
the Two factor Authentication for
Registration area, select Pass code.
The fields Pass code and Phone number are displayed.
16. 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.
The Create User button is enabled.
17. 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.
18. In the Two factor Authentication for Login area, select None.
19. Select
Create User.
The new user is created and the registration link displayed.
20. 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.
21. Select
X, to close the dialog.
The new user is displayed in the user overview.
Guest A opens the registration link and uses the pass code for authentication. After successful registration, Guest A can log into the idgard app without two factor authentication. After logging in, Guest A can access the selected Box.