Users

NOTE:

To perform operations on the Users page, the user signed in to iManage Control Center must be a member of the NRTADMIN group.

A user is the basic entity for accessing the iManage Work documents and applications. This is most often an individual person, but it can also be a service account to perform automated tasks. iManage Work requires users to be created or imported. This can be done manually, periodically through a directory service such as Microsoft Windows' active domain, or when migrating users to a new iManage Work system. The iManage Work system administrator then assigns roles to those users, adds users to groups, and optionally applies access rights to individual users when their default access rights need to be modified.

Each iManage Work library has its own list of validated users. To gain access to a library, a user must be added to each library individually. A user's access to containers or documents within a library is defined by the combination of the following factors:

  • Security Policy Manager grants or denials. Security Policy Manager (SPM) is an optional iManage application that manages user access to system resources, including iManage Work.

  • The default security of the item (such as public or private or view)

  • The access permissions the user is granted to those items (private, read, read/write, or full access)

  • The user's membership in groups.

  • The role the user is granted. See Roles more information.

The following topics are available:

Creating users

Users for an iManage Work system are created in one of the following ways: Migration, directory service, and manually.

  • Migration: Users are migrated from an existing source database to a iManage Work installation. This mostly happens during an initial iManage Work system installation. It may also happen when having to import a large number of new users, such as after a merger with another organization or acquisition. Contact your designated customer service manager or your implementation partner.

  • Directory service: Users may be added through an organization's network. This is the most common and preferred method for creating users. A directory service, such as Microsoft's Active Directory, or accessing another directory service through Lightweight Directory Access Protocol (LDAP), is used to maintain the user list and their statuses. As users get added and deleted from the organization's network, an iManage Work tool (called DirectorySync) periodically synchronizes the organization's networked users with iManage Work and configures them as users. This includes creating, activating, or deactivating users. This service can be scheduled to run periodically, such as every minute, once a day, or as frequently as needed. It synchronizes the iManage Work user list with the connected directory service. User status can also be changed explicitly within iManage Control Center. iManage Work does not store passwords for users imported through a directory service. Their authentication is provided through their directory service's identification provider.
    The tools and synchronization are coordinated among your organization's network administrators and your designated customer service manager or your implementation partners. Contact your designated customer service manager or your implementation partner to install or configure these tools.

  • Manually: An iManage Work system administrator can manually create a Virtual user. These are users who were not, or could not, be migrated through a directory service. That means a virtual users exists only within iManage, and not as part of the organization's network account. Once created, these users cannot be converted to another type, and must be managed manually, such as if they change names or need to be deactivated. The iManage system administrator can add, activate, or deactivate users directly through the iManage Control Center application.

    • External users: These users have no initial access to any container or document. They must be granted explicit access to each item. This is intended for users who should have access iManage Work but on a limited or temporary basis. For example, these may include outside consultants, temporary employees, or users who are not in the organization's domain.
      To set an iManage Work user as an external user, set the External user option in their profile to Yes.

Creating a user

  1. Navigate to Access > Users.

  2. At the top of the Users page, select the Work library in which this user should be created, then select +Create User.

    The Create User dialog box opens.
    Figure: Create User dialog
    images/download/attachments/122404615/image2020-7-31_17-6-12.png

  3. Enter information for this user as described in the User account information table, then select Create. The user account is created.

Table: User account information

Field

Dependent field

Description

Photo

Enables you to upload a photo. Select Add Photo to navigate to and select a photo.

Full Name (Mandatory)

Enter the user's full name. This is a friendly version of their name. For example: Andrew Case, or Marcie J. Davenport-Williams.

Maximum length: 64
Spaces allowed: Yes
Unicode allowed: Yes
Special Characters allowed: Yes

User ID (Mandatory)

Enter the user's ID. This will be the user's personal identification within the iManage Work system. It must be unique among all users. When entering the user Id, follow company guide lines such as the first name and last name order, separating names with an underline, and so on.The value cannot be changed later.For example: ACASE or MARCIE-DAVENPORT.

Maximum length: 64
Spaces allowed: No
Unicode allowed: Yes
Special Characters allowed: No, except underscore (_) and hyphen (-).
Other notes: The iManage Work system converts the user Id to all uppercase letters.

Email (Mandatory)

Enter the user's email address. This is an email address associated with the user, typically the company email address for the user. It must be unique among all users.

The user name, domain name, and domain extension can each be no longer than 64 characters.

Location

Enter the user's location. This is a friendly version of the name. For example, Chicago.

Minimum length: 0
Maximum length is 254
Spaces allowed: Yes
Unicode allowed: Yes
Special Characters allowed: Yes

External User

Select Yes to define this user as External.

An external user has no default security access and must later be assigned explicit access for their tasks. An external user is a Virtual User without any privileges over content, unless explicitly granted on the content ACL For example, an external user may be a customer who requires temporary access, a part-time contractor, vendor or partner.

Default: No (disabled).

This field is dependent on the Preferred Library field.

Preferred Library

Choose the default library used by the user. Each user is required to have one preferred library. It stores the user's preferred settings such as language preference and default search form for iManage Work advanced searches.

When you set the value in this field, the Role field appears, which depends on the library you selected.

Role

Choose a user role from the drop-down list.

NOTE:

This field is dependent on the External User and the Preferred Library fields.

Security

Sign In Status

If enabled, the user can sign in to iManage Work. Set to Disabled to prevent the user from signing in to iManage Work.

Default: Enabled.

Password (Mandatory)

Enter the user's password. No default password is available for new users and they cannot be added with a blank Password field.

Minimum length: 4
Maximum length: 254
Spaces allowed: No
Unicode allowed: Yes
Special Characters allowed: Yes

User must change password
at the next login

If enabled, this setting forces the user to change their password the next time they sign in.

Default: Yes.

Password Expires

Exempt this user's password from the expiration settings. Use this option for system service accounts that should not expire.
Default: Yes.

Searching for users

On the ribbon bar, you see the following Search option. Use this feature to search by the user's name, Id, or email.

Figure: Search field

images/download/attachments/122404615/Screen_Shot_2019-02-26_at_12.22.26_PM.png

Deleting users

Users imported or created from a directory service, such as Windows Active Directory, will be managed by the company's network system administrators, with their changes being automatically propagated into iManage Work.

iManage Work system administrators cannot delete virtual users. The preferred method is to lock the user's account by setting the Sign in Status to Disabled. See Enabling or disabling users for more information.

Resetting user passwords

To reset a user's password:

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

  • Kebab menu: Select the

    images/download/thumbnails/122404615/elipse.png

    icon adjacent to each user, and select the Reset Password option.

  • Context menu: Right-click a user, and select the Reset Password option.

The Reset Password dialog box that appears lists the following fields:

Field

Description

Password

Specify the new user password. Minimum length: 4
Maximum length: 254
Spaces allowed: No
Unicode allowed: Yes
Special Characters allowed: Yes

Must change password at the next login

Specify if the user must change their password at their next sign in.

If enabled, the user must their change password the next time they sign in.

If disabled, the user is not required to change their password the next time they sign in.

Password Expires

Specify if the password expires. The password expiration period is an iManage Work system setting.

If enabled, the user's password expires.

If disabled, the user's password does not expire.

Select Save to save the new password and password settings.

Adding users to a group

You can also add users to a group from the Groups page. See Groups for more information.

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/122404615/elipse.png

    icon adjacent to each user.

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

  1. Navigate to Access > Users, then use one of the preceding options to select Add To Groups. The Add <User-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. Navigate to Access > Users, then place a check beside the users and select Add To Groups. The Add Users 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

Enabling or disabling sign in for a user allows or restricts, respectively, access to that specific iManage Work library. The user's content and activity within the library is preserved, however the user will no longer be able to access the library once disabled.

If a user has been disabled, they can be enabled to regain access at any time.

  1. Navigate to Access > Users.

  2. From the drop down menu at the top of the screen, select the appropriate library where this user is to be enabled or disabled.

  3. Select one of the following options:
    Ribbon bar: Select one or more users, then select the Disable Sign in or Enable Sign in option on the ribbon bar.
    Kebab menu: Select the

    images/download/thumbnails/122404615/elipse.png

    icon adjacent to a user, then select the Disable Sign in or Enable Sign in.
    Context menu: Right-click a user, then select the Disable Sign in or Enable Sign in menu option.

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/122404615/elipse.png

    icon adjacent to each user.

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

  1. Navigate to Access > Users.

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

  3. Modify any of the available fields, then 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/122404615/elipse.png

    icon adjacent to each user.

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

  1. Navigate to Access > Users.

  2. 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

    Enter user's sign in password. No default password is available for new users and they cannot be added with a blank Password field.

    User must change password at the next login

    Specify if the user must change their password at their next sign in.

    If enabled, the user must their change password the next time they sign in.

    If disabled, the user is not required to change their password the next time they sign in.

    Password Expires

    Specify if the password expires. The password expiration period is an iManage Work system setting.

    If enabled, the user's password expires.

    If disabled, the user's password does not expire.

  3. 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/122404615/elipse.png

    icon adjacent to each user.

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

  1. Navigate to Access > Users.

  2. 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 OS types are available:

    • Novel 3.x

    • Virtual

    • Window NT

    • Novell NDS

    • Active Directory

    • LDAP

    • Enterprise

    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.

    Exchange Auto Discover

    Exchange server name.

    Distinguished Name

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

  3. 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/122404615/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/122404615/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 NRTADMIN group within an iManage Work library. An NRTADMIN user automatically has full privileges within the library, and supersedes all other privileges.

Only an NRTADMIN user can add other users to the NRTADMIN group.To create an NRTADMIN user (add a user to the NRTADMIN group):

  1. Select Access > Users.

  2. Use one of the following options:
    Ribbon bar: Select a user, then select the Add to Groups option on the ribbon bar.
    Kebab menu: Select the

    images/download/thumbnails/122404615/elipse.png

    icon adjacent to user, then select the Add to Groups option.
    Context menu: Right-click a user, then select the Add to Groups option.

  3. Select NRTADMIN, then select Add.

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