Managing Users on Multiple Documents

Add new stakeholders across a scope of documents and assign their access rights. Manage existing stakeholder permissions and update the owner, author and promoter. Manage default permissions.

Manage users

Add new users or groups to a scope of documents. Update existing user permissions and access rights. Modify draft promoters.

Procedure

1.Click the Documents link on the navigation bar.

2.Select the check boxes of the relevant documents.

3.From the I want to menu select either Manage draft users and groups or Manage master users and groups.

Note: The dialog will display the current document users along with their associated permissions.

4.Click in the search field and start typing the name of the user you want to update or add.

Note: The available users or groups will be displayed as you type, therefore you may not need to enter the full name.

5.Click to add them.

6.Choose from the following options as required:

To edit their access rights click the down arrow next to their avatar and select or deselect:

•Has various access

•Can view only

•Can edit

•Has no access

To manage the owner, author and promoter, click the 2nd down arrow and select or deselect:

•is the author

•is the owner

•can promote draft

Note: A document can only have one owner and author, however you can select multiple promoters.

Note: To remove a stakeholder from the list, click the check box to select them, and then click

7. Click Save.

Remove a user from a group without affecting existing stakeholders

Procedure

1.Click the Documents link on the navigation bar.

2.Select the check boxes of the relevant documents.

3.From the I want to menu, select either Manage draft users and groups or Manage master users and groups.

Note: The dialog will display all the current document stakeholders along with their associated permissions.

4.Click the check box to select the group you want to remove a user from.

5.Click .

6. Click in the search field and start typing the name of the user you want to remove.

Note: The available users or groups will be displayed as you type, therefore you may not need to enter the full name.

7.Click to add them.

8.Click X to exit.

9.Click Save.

Remove existing users and groups

Procedure

1.Click the Documents link on the navigation bar.

2.Select the check boxes of the relevant documents.

3.From the I want to menu, select either Manage draft users and groups or Manage master users and groups.

4.Click the check box of the existing user or group stakeholders you want to remove, and then click .

Note: A document must have one owner and author, however you can select multiple promoters.

5.Click Remove.

6.Click Save.

Set the default access rights

Modify the default access rights across a scope of documents without affecting existing stakeholders.

Procedure

1.Click the Documents link on the navigation bar.

2.Select the check boxes of the relevant documents.

3.From the I want to menu, select either Manage draft users and groups or Manage master users and groups.

Note: The dialog will display all the current document user and group stakeholders along with their associated permissions.

4.Click the down arrow next to Uninvited users, and select as required.

5.Click Save.