User management

User administration with Thomson Reuters Accounts

A System Administrator can manage users associated with Collaborate. Open
System Admin
 from your profile menu, then click
User
admin
:
The
User administration
 section provides several tools for managing existing users. By default, the
User administration
 section displays a search form:
Enter search terms and select filters, then select
Search
.
  • Display Name
     - Enter the display name of the user here.
  • Domain
    - Type all or part of a domain name, then select from the list. Alternatively, select a domain from the left pane to add it directly to the text box.
  • Email address
     - Any part of the email address of the user or users to be managed: the prefix ("jsmith") or the suffix ("abc.com") or the entire email address.
  • Status
    - the search looks for active users, but this filter allows you to search for archived, inactive or locked users.
    • An
      active
       user can log in and access their HighQ account and any sites they have access to.
    • An
      archived
       user cannot log in and is no longer available as a member of any site.
    • An
      inactive
       user's account is suspended but they are not archived.
    • A
      locked
       user cannot access the instance. An account is locked in User administration if too many failed login attempts are made
      before
       the instance was upgraded to use Thomson Reuters Accounts. Only a system admin can unlock an account if it was locked before the upgrade.
      note
      The account remains locked in User administration until a system admin unlocks it.
      note
      The next time the account is locked, a user can unlock it with a self-service option: either a password reset from their login screen or follow instructions sent by the Thomson Reuters Account.
  • Created date
     - Search using the filters to see all users created on this HighQ instance over a custom period.
  • Last login date
     - Search using the filters to see users' last login dates for this instance.
  • Orphaned users
     - Users who were added to at least one site in the past but now have been removed from every site. An orphaned user can log in to Collaborate, but they will not have access to any content.
  • User roles
    - limit the search to the selected admin roles.
  • Never logged in
     - Users who were added to at least one site but never confirmed their account and never logged in to this HighQ instance, either because no invitation was sent, the user ignored an invitation that was sent, or the email invitation was trapped in the user's spam filter.
  • User type
     - limit the search to the selected account type:
    All
    ,
    Internal
    ,
    External
     or
    Basic
    .
  • Users granted bypass of XSS protection
     - Filter for users with permission to add custom JavaScript to a site.
When the search is performed, a list of matching users is displayed at the bottom of the page:
You can change the order of the search results to follow the
Last login
 dates. Click the sort icon next to
Last login
 to sort the results in ascending order; click again to change to descending order.
note
This is helpful when finding users who have not logged in for a long time so they may be Archived.

Individual user actions

Above the list of users returned by the search is a group of buttons indicating different actions that can be taken with individual users. To take an action, check the box next to a user and select the appropriate action.
Although a checkbox is shown next to each user, most actions can be taken for only one user at a time.
  • Invite
    - Invite sends an email invitation to the selected user(s). This invitation contains instructions to access this HighQ instance for the first time.
  • Roles
    - The Roles action allows a System Administrator to give the selected user certain system-level roles. The roles available are a function of whether the user is an internal or external user, and if they can bypass XSS protection.
    • External Users
       - External users are users associated with organisations not maintained by this HighQ instance. Two options are available: External Admin and External User.
      note
      Do not uncheck the
      External User
       box. Currently, making a user an External Admin does not grant them any extra rights.
    • Internal Users
       - Internal users are users associated with the organisations that maintain the instance of Collaborate. (This determination will be made automatically if the user's email domain is associated with the internal organisation.) 
For internal users choose an option:
  • System Admin
     - these users have full control over the system, can create new sites and can access any site (except for sites that are password protected or IP address restricted) and any data in those sites. This role should be given out sparingly.
  • Internal User
     (do not uncheck this box) - an internal user without any special rights.
  • Create Site
     - a user who can create new sites and is automatically granted Site Administration rights to those sites. This role can be given out more liberally than the Internal Admin role.
  • System Config Admin
     - a user able to configure a Collaborate instance. This role cannot access user management or site content.
  • System User Admin
     - a user able to manage users and groups on a HighQ instance. This role cannot access system configuration or site content.
  • Active
    - make an archived or inactive user account active. When searching for archived users, do not forget to filter on
    Status
     =
    Archived
    .
  • Export
    - export all users listed in the search results to an Excel file.
  • Unlock User
     - if this option appears, the user's account was locked in User administration because they failed to enter their password correctly over several attempts
    before
     the upgrade to a Thomson Reuters Account. Only a system admin can unlock an account if it was locked before the upgrade.
    note
    The account remains locked in User administration until a system admin unlocks it with this option.
    After a system admin unlocks the account, the next time the account is locked, a user can unlock it with a self-service option: either a password reset from their login screen or follow instructions sent by the Thomson Reuters Account.
  • Archive
    - this performs two actions. First, it removes the user's access from every site. Second, the user is archived - they cannot log in to HighQ and their name does not appear in the Quick Search when new users are added to a site.
    note
    If the archived user is added to another site in the future, their account is reactivated, but only for the site they are added to, not any previously accessed sites. Once you have archived a user, a system administrator can anonymise a user to ensure your instance complies with GDPR.
    Click here to find out more about GDPR.
    note
    The option to anonymise (see below) displays if you search for an archived user in the user list.
  • Anonymise
     - this option is available for
    Archived
     users.
    Click the
    Anonymise
    button to open this window:
    Click
    Anonymise
    and the user details are removed from the listing and they are removed from the system.
  • Inactive
    - make an active user account inactive. Unlike archiving a user, an inactive user is not removed from sites and system groups. However, that user cannot log on until their account has been reactivated and  appears with the word
    Inactive
     after their name to other users. Make a user inactive if their access to HighQ should be suspended temporarily.
  • Change to:
     - if you search with the
    Basic
     or
    Internal
     User Type filter, you may switch Internal users to Basic users, or Basic users to Internal users.

Individual user action links

Each user entry provides the following information:
  1. User name
    - a link to the user's profile page. In the profile page, the System Administrator can edit the user's profile.
  2. Organisation
     - a link to the organisation administration page for that organisation, discussed here.
  3. Email address
     - the email address associated with the user.
  4. Last login
     - the date and time of the last time the user logged in to this HighQ instance.
  5. Proxy login
     - a System Administrator can select
    Login
     to log in as any other user. The System Administrator can act as that other user and can take most actions that the other user could take. To revert to their own account, the System Administrator must
    logout
    as the other user and log back in with their own account.
    note
    The system records every time a System Administrator proxy logs in as another user
  6. Site list
     - shows a list of every site the user has been invited to or otherwise can access, and when they last accessed each site (if ever). 
  7. System Groups
     - a system administrator can select
    Manage Groups
     to open a list of all system groups and the user's membership. The system administrator can change the user's membership in the list.

Adding Users

The
User administration
 page includes the
Add user
 tab:
Click
Add users
 to open a page to create one or more new users. This is the same process used when you create new users to add to a site.
note
You may also click
Bulk import
 to import multiple users from an Excel template.

Archiving Self-Registered Users

Some users do not have a full Thomson Reuters Account and are created to, for example, receive files. Select
Self-registered users
 on the
User admin
 page to archive self-registered users:
This shows the email address of each self-registered user (full names are not available for these users), their status and last login date:
Select users to archive, then the
Archive
 button or
Archive
 from the action menu. Archived users can no longer access shared files or log in to HighQ.

Limits on user licences

Depending on your account type, you may have limits on the number of users you may add. Limits are set per instance for the number of Internal users, External users and Basic users.
note
Designated system admins can receive alerts when the number of users reaches 80%, 90% and 100% of the purchased licenses. Please contact your HighQ support representative to activate these alerts.

This article applies to:

  • Product: HighQ
  • Subject: User account