A user is the basic entity for accessing iManage. For more information, see User Management.

Understanding global and library-level user management

On the Users page, iManage Control Center enables you to manage users across all libraries (Global) or per library (Library-level):

Figure: Users menu

• Global Management: Select this option to view, manage, and create global users. Global users are created and managed independently of any iManage Work library. Changes made to a user's profile or settings are updated at a global level, and not individually within each library.

  A user account must exist at the Global Management level before the user can be assigned (granted access) to any iManage Work library.

• Library-level Management: Select this option to specify the iManage Work libraries a global user may access.
  Selecting this option displays a secondary menu where you can select an individual Work library.
  

  Figure: Library menu

  
  

The list of users displayed changes based on your selection.

Creating users

Users for an iManage Work system are created in one of the following ways: Migration, directory service, and manually. For more information about these options, see User Management.

The following steps describe how to create a user manually using iManage Control Center.

1. Browse to Access > Users.

2. Select Global Management, then select +Create User.

   The Create User dialog box appears.
   Figure: Create User dialog box
   

   

3. Enter information for this user as described in the following table, then select Create or Create user and send email. The user account is created.

4. Continue with Assigning users to a library.

Table: User account information

Assigning users to a library

Assigning a user to a library provides them access to the iManage Work library. If a user is not assigned to a library, they cannot see any workspaces, folders, documents or email within the library, or perform any actions within the library.

1. From the Users drop-down list, select Library-level management. 
2. From the drop-down list, select the appropriate library where this user is to be assigned.

3. Select Assign User to Library. The Assign User to Library dialog box appears.

   Figure: Assign User to Library
   

4. In the search field, begin typing the user's name. A list of users matching the characters you entered is returned.
   Figure: Assign User to Library
   

5. Select the appropriate user.
   Figure: Assign User to Library
   

6. In the Role drop-down list, select a library role for this user. This role defines the privileges assigned to the user within this library.
   

7. Select Assign. The user is assigned to the selected library.

To remove this assignment, you must Disable Sign in for the user for the specific library. The user's content and activity within the library is preserved; however the user will no longer be able to access the library after they are disabled.

For more information, see Enabling or disabling users.

Searching for users

Use the search field to search for a user by the user's name, ID, or email.

Select the Filter option to filter users shown in the list based on information about the users, such as Sign in Status, Location, Preferred Library, and so on.

Figure: Search and Filter options

Deleting users

Users imported or created from a directory service, such as Windows Active Directory, are managed by the company's network system administrators. Changes are automatically synchronized, or saved, to iManage Work.

iManage Work system administrators cannot delete virtual users. The preferred method is to set the user's account Sign in Status to Disabled. For more information, see Enabling or disabling users.

Unlocking a user account

iManage Work limits the number of times a virtual user can enter an incorrect user name or password when signing in.

• After five failed attempts, the user account is temporarily locked. During this time, the user is prevented from attempting to sign in again for 15 minutes.
• After 10 total failed attempts, the user account is locked again.

When a user attempts to sign in while their account is locked, they receive the following messages.

Figure: Account locked notification and list of possible restrictions

When their account is locked, the user is also notified by email. For more information about the email notification provided, see Email notifications.

The user must contact an iManage Work administrator to unlock the account within iManage Control Center.

To unlock a user:

1. In iManage Control Center, browse to Access > Users.
2. At the top of the page, select Global Management.
   Users cannot be unlocked at the Library-level view.
   Figure: Global Management view
   

3. Locate the user that is locked.

   TIP:

   Use the Filter options to see a list of user accounts which are locked.

   

   The Sign in Status column displays the accounts that are locked.
   Figure: Sign in Status showing locked user account
   

4. Right-click the locked user account and select Unlock. The Unlock dialog box appears.
5. Select Unlock to confirm the operation.

Changing user passwords

1. In iManage Control Center, browse to Access > Users.
2. At the top of the page, select Global Management.
   
3. Select one of the following options:
   • Select one or more users in the list, then select Change Password on the ribbon bar.
   • Select  next to a user, then select Change Password.

   • Right-click on a user, then select Change Password.
     The Change Password dialog box appears.
     

4. Select one of the following options:

   • Send an email: iManage sends an email to the user to change their password. The email includes a link to the iManage sign-in page where the user must enter their new password.
     For more information about the email notification provided, see Email notifications.

     NOTE:

     For security reasons, the link provided in the email remains valid for three hours. If the user does not take action within three hours, the link is deactivated, and the iManage Work administrator must resend the email to the user from iManage Control Center.

   • Create a password: Manually enter a valid password in iManage Control Center.
     After selecting this option, the New password field appears.
     
     Figure: New password field
     
     Enter the user's password. No default password is available for new users and they cannot be added with a blank Password field.

     TIP:

     You must provide this password to the user.

     Password requirements:

     • minimum 12 characters
     • one uppercase letter,
     • one lowercase letter, and
     • one number or one special character from the following list:
       ! # $ % & ‘ ( ) * + , - . / : ; < = > ? @ [ ] ^ _ ` { | } ~ " /    (including the space character)
   • Require user to change their password on next sign in: Select this option to force the user to change their password the next time they sign in.
5. Select Save.

Enabling or disabling users

Enable or disable sign-in at the global level

Enabling or disabling sign-in for a user at the global management level allows or restricts, respectively, access to iManage Work. A user cannot sign in to iManage Work when their account status is set to Disable Sign in.

When disabling a user, the user's content and activity within the iManage Work is preserved.

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

User accounts can also be locked because of too many failed sign-in attempts. This lock occurs automatically by the system without any action by an administrator. Unlocking and disabling sign in are two independent states. For more information, see Unlocking a user account.

1. Browse to Access > Users.

2. At the top of the Users page, select Global Management.

3. Select one of the following options:
   1. Select a user in the list, then select Disable Sign in or Enable Sign in on the ribbon bar.
   2. Select  next to a user, then select Disable Sign in or Enable Sign in.
   3. Right-click on a user, then select Disable Sign in or Enable Sign in.
4. If you are disabling sign in, select Disable Sign In again to confirm the operation.

Enable or disable sign-in at the library level

Enabling or disabling sign-in for a user at the library level allows or restricts, respectively, access to a 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 you disable a user in all libraries, they will be restricted from signing in to iManage Work entirely.

If you enable sign-in for a user at the global level, you must also separately enable their sign-in status for any iManage Work libraries for them to regain access to those libraries.

1. Browse to Access > Users.

2. At the top of the Users page, select Library-level Management.

3. From the drop-down list at the top of the screen, select the appropriate library where this user is to be enabled or disabled.
4. Select one of the following options:
   
   1. Select a user in the list, then select Disable Sign in or Enable Sign in on the ribbon bar.
   2. Select  next to a user, then select Disable Sign in or Enable Sign in.
   3. Right-click on a user, then select Disable Sign in or Enable Sign in.
5. If you are disabling sign-in, select Disable Sign In again to confirm the operation.

Adding users to a group

You can also add users to a group from the Groups page. For more information, see Groups.

1. Browse 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:
   1. Select one or more users in the list, then select Add To Groups on the ribbon bar.
   2. Select  next to a user, then select Add To Groups.
   3. Right-click on a user, then select Add To Groups.
4. Select groups from the groups list or look for groups using the search field and select Add.

Editing user profiles

All user profile fields are available to be edited including Full Name, User ID, Email, Location, External User, Preferred Library, & Role.

1. Browse to Access > Users.
2. From the drop-down list at the top of the screen, select Global Management.
3. Select one of the following options:
   1. Select a user in the list, then select Edit on the ribbon bar.
   2. Select  next to a user, then select Edit Profile.
   3. Right-click on a user, then select Edit Profile.
4. Modify any of the available fields, then select Save. The updates are saved.

Important

• Each User ID must be unique.
  • User IDs cannot be merged following this procedure.
• Users cannot be deleted.
  • There is no ability to remove users from iManage Cloud. The preferred method is to set the user's account Sign in Status to Disabled. For more information, see Enabling or disabling users.
  • Disabled users do not count as billable users.

Editing user platform details

1. Browse to Access > Users.

2. At the top of the Users page, select Global Management.

3. Select one of the following options:
   1. Select a user in the list, then select Edit Platform Details on the ribbon bar.
   2. Select  next to a user, then select Edit Platform Details.
   3. Right-click on a user, then select Edit Platform Details.

4. Modify any of the following fields, then select Save.

• Select Save.

Viewing user details

1. Browse to Access > Users.
2. From the drop-down list 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:
   1. Select a user in the list, then select View on the ribbon bar.
   2. Select  next to a user, then select View.
   3. Right-click on a user, then select View.

The  <Username>  page appears and displays the following tabs:

• Details: Lists the details about a user.

  NOTE:

  Select Edit to modify details in each section on the dialog box.

• 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.

1. Browse to Access > Users.
2. From the drop-down list 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:
   1. Select a user in the list, then select Add to Group on the ribbon bar.
   2. Select  next to a user, then select Add to Group.
   3. Right-click on a user, then select Add to Group.
4. Select NRTADMIN, then select Add. The user is added to the NRTADMIN group.
   

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, browse to the item, and select Properties. The properties tab appears.
   
2. Select  View Security Details . The Security Details tab appears.
3. Select Add Users/Groups.
4. Select the users and groups from among the available choices. Multiple selections can be made.
5. For each user or group, assign an access privilege level from the security drop-down list next to the user or group name.
6. Select Confirm to save the changes to the users and groups.

To remove a user or group:

1. Within an iManage Work client, browse to the item, and select Properties. The properties tab appears.
2. Select  View Security Details . The Security Details tab appears.
3. Select Add Users/Groups.
4. Select the users and groups from among the available choices. Multiple selections can be made.
5. For each user or group, select Remove from their access privilege level of the security drop-down list next to the user or group name.
6. Select Confirm to save the changes to the users and groups.

Email notifications

iManage sends emails to the signed-in user to notify them of specific actions they need to take.

Forgot password

When a user enters their email address, but cannot remember their password, they can select the Forgot password? link on the sign-in page.  No action is required by an administrator.

Figure: Forgot password

The user receives the following email, which includes a link to change their password. The link remains active for 3 hours.

Figure: Forgot password — Change your password

Users receive an email notification for each time they select Forgot password?.

Only the link in the most recent email notification is active, and the user receives a message if they attempt to access a deactivated link:
Your password change link has expired or has already been used.

New account

When an administrator creates a new user in iManage Control Center, the administrator can choose to send an email. This welcome email includes instructions to the user to access the link provided in the email to create their password. The link remains active for 7 days.

For more information, see Creating users.

Figure: New account – Create your password

Password changes

An administrator can trigger an email to be sent to the user requiring them to change their password. For more information, see Changing user passwords.

The user receives the following email, which includes a link to change their password. The link remains active for 3 hours. 

Figure: Administrator initiated — Change your password

Account locked

When a user attempts to sign in but is unsuccessful, their account becomes locked and they are prevented from further attempts to sign in.

• After five failed attempts, the system locks the account temporarily for 15 minutes. The user may attempt to sign in again after 15 minutes.
• After 10 total failed attempts, the user account is again locked.

When a user's account becomes locked, the system sends the following email notifications to the user.

Figure: Temporarily locked for 15 minutes

Figure: Locked after 10 total failed attempts