Users

Each iManage library has its own list of validated users. To gain access to a library, a user must be added to the list of validated users.

A user's access to documents in a library is limited by the security status of documents (such as public or private or view), and the membership in any groups that are defined for the library. The roles determines a user's access to document management functions. For more information about user roles, see Roles.

Based on the operating system, users are categorized as following types:

  • LDAP Directory Users: Users who access the library through directory services (which use the Lightweight Directory Access Protocol). Library user IDs and full names must match those listed in the directory service for these users.

  • Virtual Users: Users entered directly into iManage and not synchronized or populated from another source.

The following topics are available:

Resetting user passwords

This option is available on the:

  • Ribbon bar: Select a user to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61277652/elipse.png icon adjacent to each user.

  • Context menu: Right-click a user to see this option.

  1. Use one of the preceding options and select Reset Password. The Reset Password dialog box that appears lists the following fields:

    Field

    Description

    Password

    The new password. Minimum length: 4
    Maximum length: 254
    Spaces allowed: Yes
    Unicode allowed: Yes
    Special Characters allowed: Yes

    Must change password at the next login

    When you enter the password, the Must change password at the next login option gets enabled if it was disabled earlier. When the Must change password at the next login is enabled, the iManage Work client application prompts users to reset their password.

    Password Expires

    Enable or disable based on your requirement.

  2. Select Save. The password gets saved.

Adding users to a groups

Single user

This option is available on the following:

  • Ribbon bar: Select a user to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61277652/elipse.png icon adjacent to each user.

  • Context menu: Right-click a user to see this option.

  1. Use one of the preceding options and select Add To Groups. The Add <Group-id> to Groups dialog box appears.

  2. Select groups from the groups list or look for groups using the search field and select Add. User is added to the selected groups.

Multiple users

This option is available only on the ribbon bar.

  1. Select users and select Add To Groups. The Add <Group-id> to Groups dialog box appears.

  2. Select groups from the groups list or look for groups using the search field and select Add. The users are added to the selected groups.

Enabling or disabling users

NOTE:

When you disable sign in for users, connected sessions irrespective of clients (sessions across both Classic and New Professional Experience clients are managed with a single master token) are immediately terminated and users can no longer perform any activity in iManage Work.

Single user

This option is available on the following:

  • Ribbon bar: Select a user to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61277652/elipse.png icon adjacent to each user.

  • Context menu: Right-click a user to see this option.

  1. Use one of the preceding options and select Disable Sign in or Enable Sign in accordingly. For example, if a user is disabled, it means user is blocked from accessing the particular iManage Work library (i.e Allow Logon = No). In this case you can select a user and change the status to enabled if required.

  2. Based on the option you have selected, the relevant <option-name> confirmation message box appears. Confirm the action to continue or abort.

Multiple users

This option is available only on the ribbon bar with the name Status.

  1. Select users and select Status drop-down list.

  2. Choose Disable Sign in or Enable Sign in accordingly. Based on the option you have selected, the relevant <option-name> confirmation message box appears. Confirm the action to continue or abort.
    The value gets reflected in the user table under Allow Login column.

Editing user profile

This option is available on the following:

  • Ribbon bar: Select a user to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61277652/elipse.png icon adjacent to each user.

  • Context menu: Right-click a user to see this option.

  1. Use one of the preceding options and select Edit Profile. The Edit Profile dialog box appears.

  2. You can edit all fields except User ID.

  3. Select Save. The updates are saved.

Editing user security

This option is available on the following:

  • Ribbon bar: Select a user to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61277652/elipse.png icon adjacent to each user.

  • Context menu: Right-click a user to see this option.

  1. Use one of the preceding options and select Edit Security. The Edit Security dialog box that appears lists the following fields. Edit the required fields.

    Fields

    Description

    Allow Login

    Enable or disable the user from accessing their account.

    Password

    Reset the user's password.

    User must change password at the next login

    If enabled, iManage Work client applications' prompts the user to reset the password.

    Password Expires

    Enable or disable as required.

  2. Select Save. The updates are saved.

Editing user platform details

This option is available on the following:

  • Ribbon bar: Select a user to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61277652/elipse.png icon adjacent to each user.

  • Context menu: Right-click a user to see this option.

  1. Use one of the preceding options and select Edit Platform Details. The Edit Platform Details dialog that appears lists the following fields. Edit the required fields.

    Fields

    Description

    OS Type

    The following are the list of OS types that gets listed in the drop-down list:

    • Default

    • Novel 3.x

    • Virtual

    • Window NT

    • Novell NDS

    • External

    • Active Directory

    • LDAP

    Sync ID

    Sync ID that is generated at the domain controller of a particular organization.

    Container Name

    Name of the container to which the user belongs to.

    Exchange Auto Discover

    Exchange server name.

    Distinguished Name

    User name that you created is mapped to the container details.

  2. Select Save.

Viewing user details

This option is available on the following:

  • Ribbon bar: Select a user to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61277652/elipse.png icon adjacent to each user.

  • Context menu: Right-click a user to see this option.

  • Clickable link: Select a user in the Name column.

Use one of the preceding options and select View. The <User-name> page opens which contains the following tabs:

  • Details: Lists the details pertaining to a user.

    NOTE:

    Use the images/download/thumbnails/61277652/Screen_Shot_2019-02-26_at_12.13.15_PM.png button to edit each section on the User details page.

  • Groups: Lists the groups associated with a user.

Creating an NRTADMIN User

NRTADMIN access is granted by adding the user to the group NRTADMIN. Use Access > Users > Add to Groups, and select NRTADMIN. Only an NRTADMIN user can create other NRTADMINs.

An NRTADMIN automatically has both full NRTADMIN privileges and supersedes all previous privileges.

NRTADMIN applies only for users at the library level. An NRTADMIN cannot be applied to users at the global level.

Assigning users and groups

Users and groups must be assigned to iManage Work items. Items include workspaces, containers, and documents. To assign a user or group, use an iManage Work client, and not the iManage Control Center. Any user with sufficient access privileges for the item can make this assignment.

To assign a user or group:

  1. Within an iManage Work client, navigate to the item, and select Show Details. This displays the properties tab.

  2. Select View Security Details in Default Security. This displays the Security details tab.

  3. Select Properties.

  4. Select Add Users/Groups.

  5. Select the users and groups from among the available choices. Multiple selections can be made.

  6. For each user or group, assign an access privilege level from the security drop-down next to the user or group name.

  7. When complete, select Confirm to save the changes to the users and groups.

To remove a user or group:

  1. Within an iManage Work client, navigate to the item, and select Show Details. This displays the properties tab.

  2. Select View Security Details in Default Security. This displays the Security details tab.

  3. Select Properties.

  4. Select Add Users/Groups.

  5. Select the users and groups from among the available choices. Multiple selections can be made.

  6. For each user or group, select Remove from their access privilege level of the security drop-down next to the user or group name.

  7. When complete, select Confirm to save the changes to the users and groups.



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