User management

Organisation administration

A System Administrator can manage all organisations associated with users in HighQ Collaborate. Click on your
profile
 >
System admin
:
Click the
Org admin
 tab:
The
Organisation administration
 section opens:
The section provides two primary features:
  1. New organisations
     can be added. Typically, when a new user is added to a site and the user's email domain has never been encountered, the person adding that user will also be asked to create the user's organisation. In that case, the new organisation will have the status of
    Active
    . However, using the
    Add new organisation
     button, new organisations can be created separately. For example, a law firm's largest clients could be added this way. That ensures the client name is entered correctly and does not need to be changed later, as described below.
  2. Existing organisations
     can be managed, as described in more detail below.

Add a new organisation

After you click the
Add new organisation
 button, the new organisation form appears:
The only
required field
 is the organisation name; every organisation must have a unique name. The other fields, like address information, may optionally be added. Once an organisation has been added to this page, it can be managed like any other existing organisation.

Manage existing organisations

To find an existing organisation to manage, go to the main
Org admin
 page and use the
search box
 to search for the organisation.
You can also select the
letter
 that corresponds to the first letter of the organisation's name:
Once the organisation has been identified, click its
name
. A page opens with the organisation information form and additional links on the left. Changes can be made to any fields in the form.
The status of an organisation can be changed from
Active
 to
Archive
. That effectively locks out any users associated with that organisation, however they are still associated with their existing sites.
Manage an organisation's users
Select
Users
 from the left-hand panel to open a list of all users associated with an organisation.
A user is associated with an organisation in one of two ways:
  • The user's
    email domain
     is linked to the organisation. For example, the user with the email address sean.banks@bayview.com will be associated with the Bay View organisation
  • Alternatively, if the user has a so-called
    exception
     (or generic) email address, like sean.banks@gmail.com, when that user is created they can be associated with a particular organisation or can be associated with that organisation later
The list of users shows basic information about each user, such as their name, email address, when their account was last modified and if the account is active. This page also shows if the user has an exception email domain. Click a user's name to bring up that user in the User organisation system administration page.
Manage an organisation's domains
Click the
Domains
 link on the left to list all of the domains associated with an organisation. Although an organisation typically has a single domain, many large organisations have multiple domains. For example, Citigroup uses both '@citi.com' and '@citigroup.com'. Also, many firms have different domains by geographic location, such as '@newyork.acme.com' and '@london.acme.com'. Each of these domains should be associated with the same organisation.
Associate a new domain with an organisation
To associate a new domain with this organisation, click
Add new domain
.
The
Add new domain
 form appears. Enter the
domain name
 (the part after the @ symbol in the email address) and select the
status
 of the domain.
Edit an existing domain
Similarly, click a domain to modify it; you can change the domain name and the status. To disable all possible use of the email domain on your instance, change the status to
Archive
.
In addition to editing the domain, the domain can be
moved
 and
associated
 with another organisation using the
Move Domain
 link.
Choose the organisation to associate with.
All users associated with the current domain can be
moved to another domain
 associated with the same organisation. This changes the email address for all of those users. For example, 'jsmith@abc.co' now has the email address 'jsmith@fake-abc.com'. That is also the username that 'John Smith' now uses to log in.
note
If your HighQ instance has been upgraded to use Thomson Reuters Accounts,
Move Users to another Domain
 is not available. Please contact HighQ Support to move users to another domain.
Choose the
new domain
.
Archive / delete an organisation
Set the status of an organisation to
Archive
 to remove it from the Organisation list.
note
It is
not possible
 to completely delete an organisation as they are associated with email domains, and email domains are associated with user email addresses.
Additional organisation details
The
Department
 and
Addresses
 links permit a System Administrator to manage any existing departments or addresses associated with that organisation.
For example, the law firm that hosts Collaborate may have multiple offices. You can enter an address for each office. When a user is added to that organisation and later completes their profile, they see a list of available addresses and departments. The available
addresses
 and
departments
 can be managed here. As shown above, a user can select from one of the multiple addresses associated with their organisation, or they can choose to
add another address
.
Adding users in bulk to the address book
Users from the
Internal organisation
 (and no other organisation) can be added in bulk to Collaborate using a
CSV file
.
note
You need to contact HighQ Support to configure the instance to allow this.
If this feature is enabled, the
Upload users in address book
 section is available on the
organisation administration page
 of the Internal organisation:
note
This section was previously named
Bulk user upload
.
Click
Upload users in address book
 and view the
Upload users in address book
 page:
Click the
Download active user template
 link to download a template for user uploads. This CSV file contains the following columns:
  • Given Name
     (i.e. first name), this is optional
  • Surname
     (i.e. last name), this is optional
  • Display Name
  • E-mail Address
The downloaded CSV file contains a list of every employee in the organisation with an account in HighQ Collaborate. Add new users to the CSV file.
note
Only the
E-mail Address
 and
Display Name
 columns are required for the upload process. The other columns can be left blank.
Upload the revised file and select
Save
. All new users are added to HighQ Collaborate, but are not yet registered with an account. The uploaded information is available for selection in the Add users screen.
note
Uploaded names and email addresses cannot be managed from the User Administration page.
Email invitations are NOT sent to the uploaded names and email addresses.
Anyone listed in the CSV file (who has never been invited to a HighQ site before) is added to the address book, and available for selection in the
Add users
 page.
After you
add a user to a site
, type the name of a user and the
Add user
 page displays any users that match. Select the appropriate user and add them to the site.
On the second page of the add new user process, enter a display name for the bulk-added user.
Using the upload to archive users
An admin should regularly, e.g. weekly or monthly, add users in bulk as part of a firm's onboarding process. Your HR department should send a list of all current employees and an admin can add the list to the CSV file.
note
Employees already entered in HighQ (either through the upload process or otherwise) are ignored in future uploads.
Archiving ex-employees
Any employees registered in HighQ but who have left the firm should be removed from the most recent CSV file. When an admin uploads an updated CSV file they are asked if they would like to
archive removed users
. If archived, departed employees are automatically removed from all sites and can no longer log in to the platform:
Restricting direct logins
An organisation can be configured so that users may not log in directly using HighQ credentials, but only with an SSO or SAML-based login.
note
Restrict direct login
 is not available for instances using Thomson Reuters Accounts. Instead, SSO (3rd party federations) can be set up for email domains at the Thomson Reuters Account global level.  If this is detected at login, the account is always redirected to the 3rd party federation login page.
Contact Support if you need to set up SSO (3rd party federation) for user access to HighQ.
Select the
Restrict direct login
 checkbox to enable this:

This article applies to:

  • Product: HighQ
  • Subject: User account