User management

Basic user role for corporate legal teams

The Basic user role is designed to support the specialised needs of enterprises and their corporate legal teams. This role is intended to be a part of the internal organisation but with limited permissions compared to an internal user.
note
The Basic user role is an option for corporate legal and government clients only
 - this user role is not available for our law firm clients.
Please note that Basic users cannot belong to an external organisation.
This article describes how to set up the Basic user role and the standard permissions a Basic user can access.
Setting up the Basic user
The Basic user role is managed in
System admin
.
To manage the Basic user, open your profile drop-down menu and select
System admin
:
The
System admin
 screen opens. In the
System admin
 screen, navigate to
Basic user permissions
 in the left-hand menu:
The
Basic users
 screen opens.
note
Please note that the options selected will be applied to all basic users across the entire instance, and not just a singular site.
In the
Basic user
 screen, you see each module the Basic user can have View or Admin permissions (and in some cases, multiple facets of that module).
By default, Basic users have the following options enabled:
  • Home
    • View home
    .
  • Activity
    • View activity
    .
  • Files
    • View folder.
    • Upload document
    • View document (Own files only)
    • Update document
    .
  • Wiki
    • View wiki
    .
  • Blog
    • View blog
    .
  • Tasks
    • View tasks
    .
  • Events
    • View events
    .
  • iSheets
    • View own record
    • Edit own record
    .
For each module, select the permissions that you wish the Basic user to have for your instance and select
Save
. Your changes will be saved and the Basic user will be set up.
note
As of the September 2022 update, basic users use the
'Own' permission type
 for uploaded files. Members can only see the documents that they uploaded into the folder themselves; i.e. they are marked as the Author of the document.
For more information on changing the Basic user permissions, please contact your CSM.
Searching for and identifying Basic users
We have made it easy to search for and identify Basic users from your list of users.
To do this, open your profile drop-down menu and select
System admin
:
The
System admin
 screen opens. In the
System admin
 screen, navigate to
User admin
 in the left-hand menu:
The
User administration
 screen opens. In the
User administration
 screen, you see a search section.
To search for all users in your instance who are Basic users, select the
Basic user
 check box and select
Search
. Search results open, showing all users defined as a 'Basic user' in your instance.
Additionally, if you have other search parameters and do not select the
Basic user
 check box, if any Basic users are returned in your search, you can identify them via the
Basic user
 tag we have added to these users:
Basic User system group
Additionally, we have created Basic User system groups, enabling you to group all of the users want to have the Basic User permissions, in one group. These groups can be added at system or site admin level.
System admin level
To access the system groups, click your profile drop-down menu and navigate to
System admin
:
The
System admin
 screen opens. In the
System admin
 screen, navigate to
Group admin
 in the left-hand menu:
The
System group list
 screen opens. In the
System group list
 screen, you can search for a specific group, or determine which groups are system basic user groups by navigating through the list and noting which groups are appended with [System basic user group]:
Either
Edit
 the user group or view which sites are associated with this group via
More actions
 >
Edit
 OR
Site list
.
In the
System group list
 screen, you can also add a basic user group by clicking
Add basic user group
 within the left-hand menu:
The
Create basic user group
 screen opens:
In
Create basic user group
, you can enter the following details:
  • Group name - This is the name of your group
  • Group description - This is the description of your group
  • Add members - Here you can add the members you wish to add to your group
Select
Save
 to save your changes. Once the group is created and the users added, all of the users will then have the permissions set within the
Basic user permissions
 screen, detailed above.
Site admin level
Open your site and select
Admin
:
The
Admin
 screen opens. In the
Admin
 screen, navigate to
User management
 >
Groups
:
The
Groups
 screen opens. In the
Groups
 screen, you see a list of all existing groups and can either edit an existing basic user group or add a new basic user group. To add a new basic user group, click
Add
 >
Basic User group
:
The
New basic user group
 screen opens:
In
New basic user group
, you can enter the following details:
  • Group name - This is the name of your group
  • Description - This is the description of your group
  • Copy group permissions from - Here, you can select another group to copy the permissions from, if required.
  • Members - Here you can add the members you wish to add to your group (These users can only be basic users).
Select
Save
 to save your changes. Once the group is created and the users added, all of the users will then have the permissions set within the
Basic user permissions
 screen, detailed above.
Once you have created your user group, you can find it, and all other basic user groups within the
Groups
 screen, shown with the
Basic user group
 tag:
Additionally, via
More actions
:
You can:
  • Edit the group details
  • Set the group permissions
  • Copy the group permissions
  • Remove the group
Adding a new user
When you add a new user to your site, you can now select whether they will be an internal user or a basic user. Navigate to
Site admin
 >
User management
 >
Users
. The
Users
 screen opens.
Select
Add
 in the
Users
 screen. The
Add users
 screen opens:
Here, you can add users to the site via their email addresses. Once you have entered the email address(es) select
Next
:
Select the
Mark all as basic users
 check box to mark ALL new users as basic users, or you can select
Basic user
 from the
User Type
 drop-down for as many users as you like. Select
Next
:
Filter your new users by
All users
,
Internal users
,
External users
 and
Basic users
. In this example, we will filter by
Basic users
 to see all of the new basic users:
When filtered, select
Add to groups
:
Or select multiple users and select
Add to groups
:
The
Add to groups
 screen opens. In this screen, select the group to add your users to and select
Add
:
note
Please note that Basic users can ONLY be added to Basic user groups
. Your internal and external users can be added to non Basic user groups
.
Your new users will be added to the site.
Bulk adding basic users to the system
You can bulk-add users as
Basic users
. To do this, navigate to
System admin
 via your profile drop-down menu:
The
System admin
 screen opens. Select
User admin
:
Select
Add users
:
The
Add users
 screen opens:
Enter the details of multiple users and select
Next
:
You can now go through individually and mark each user that you want to be a basic user, as a basic user, or select the
Mark all as basic users
 check box, which ensures all users are marked as basic users.
Select
Save
 to save your changes.

Changing an internal user to a basic user

In certain cases, such as when managing license limits, you can redefine existing internal users as basic users. This must be done manually as there is no automated way to move users from existing user groups to basic user groups
Some limitations apply:
  • Only internal users can be changed to basic users; i.e. external users cannot be changed to basic users.
  • Basic users can only be members of basic user groups.
  • An internal user that belongs to 'standard' user groups (site, system, etc.) cannot be changed to a basic user.
An internal user must first be removed from all 'standard' user groups; only then can the user be added to basic user groups.
note
If a user is removed from a user group, and changed to a basic user but still requires access to restricted content, add the user to a basic user group that provides appropriate permissions.
Bulk change user roles from internal to basic and vice versa
You can bulk change user roles from internal to basic, and vice versa.
note
Please note that if the user is a member of multiple sites, only a system admin can make this change, not a site admin.
To do this, in your profile drop-down, navigate to
System admin
:
Select
User admin
:
The
User admin
 screen opens:
The
User Type
option allows you to search for
All
,
Internal
,
External
 or
Basic
 users. In this example, select
Internal
 and select
Search
. You will see your search results:
Where you can click
Change to: Basic user
. This will change all of the users from
Internal
 users to
Basic users
. If you had searched for
Basic users,
 the
Change to: Internal user
 button would be available, allowing you to change all shown users to
Internal users
.

This article applies to:

  • Product: HighQ
  • Subject: User account