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Administration

Add a user for GoFileRoom security

If you have administrative privileges, you can add a new user to GoFileRoom by following these steps.
  1. Select
    Administration
    , then
    Manage Users & Groups
     from the GoFileRoom toolbar.
  2. In the Users tab, select
    Add New User
     from the Select User field.
  3. Complete the setup for this user as follows:
    Setting
    Action
    Login
    Enter the user's email address in this field.
    note
    Logins can not exceed 45 characters and must be in a valid email format. For example, paul.parnes@pvm.com.
    Full name
    Enter the user's full name in this field. We recommend using the Last name, First name format.
    Account expires on
    If this will be a temporary account that expires automatically, mark this checkbox and select an expiration date and time for this account. The account will not be useable after the specified date and time but will remain as an unlicensed, inactive account.
    note
    A disabled user account retains group memberships for future use.
    Allow access to reports
    If the user is authorized to view management reports, you can mark this checkbox to allow the user to view a document's audit history. Select the Reports button and specify the reports that this user is authorized to view. We recommend that you specify to allow or deny access for each report. If a user inherits report security privileges from a group and also has individual report security access, the user will have the individual report security level of access only.
    Allow users to work offline
    Mark this checkbox allow this user to export more than one document at a time.
    Upload location
    To assign a specific document upload location for this user, choose an available upload location from this field.
    note
    • Upload locations are set up using the GoFileRoom Upload Documents Service.
    • To configure upload locations, choose the
      Administration
      ,
      Manage Configurations
      ,
      Locations
       tab and specify the universal naming convention (UNC) name for the location where documents will be stored temporarily until the GoFileRoom Upload Documents service adds the file into GoFileRoom. We recommend that your firm configure upload locations at the user level. If you do not select a location, this functionality is disabled and the default location is not used.
    License type
    License type will default to Dedicated for this field.
    note
    While concurrent licenses are referenced on this screen, this license type is no longer available and will be removed from this screen in the near future.
    FirmFlow user
    Mark this checkbox to specify if this user requires a FirmFlow license.
    FirmFlow routing notification (user)
    Select this checkbox to enable FirmFlow email notification for this user. The user will receive an email with a link to the FirmFlow module when a folder is routed to them.
    FirmFlow routing notification (groups)
    Mark this checkbox to enable FirmFlow email notification at the group level for this user. The user will receive an email with a link to the FirmFlow module when a folder is routed to the routing pools to which they belong.
    Internal user administration and portal user administration
    Mark these checkboxes to enable team members to manage your internal users and/or to allow external portal users for ClientFlow or Client Center integration. Access to administrative tools by users with this security privilege is limited to user security settings.
    note
    • You can use this feature to alleviate account management from the IT department by delegating it to the company's administrative manager.
    • A user who is a member of the Administrators group cannot have the Internal/Portal User Administration checkboxes marked.
    AdvanceFlow user
    Mark this checkbox to allow the user to access AdvanceFlow.
  4. Add the user to any appropriate groups by selecting items in the Groups pane and clicking the right arrow button. The selected groups appear in the Member Of pane
    note
    If a user belongs to multiple groups, they will have access privileges of the most restrictive group. (Does not apply to FirmFlow).
  5. Select
    Save
     to add the new user to the GoFileRoom database.

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