User management

Basic user role for corporate legal and government teams

The Basic user role supports 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.
This article describes how to set up the Basic user role and the standard permissions for a Basic user.

Setting up the Basic user role

The Basic user role is managed in
System admin
.
To manage the Basic user role, open your profile drop-down menu and select
System admin
.
The
System admin
 screen opens. Navigate to Open
Basic user permissions
 from the left-hand menu:
The
Basic users
 screen opens.
The
Basic user
 screen shows the items a Basic user can view or edit in each module:
Custom Pages
  • View Custom Pages
Home
  • View Home
Activity
  • View activity
Files
  • View folder
  • Upload document
  • View document (Own) - Own files only - see note
  • Update document
  • Disable Save
  • Disable Print
  • Watermark
Wiki
  • View Wiki
Blog
  • View Blog
Tasks
  • View Tasks
Events
  • View Events
iSheets
 (see note below)
  • View own record
  • Edit own record

Searching for and identifying Basic users

You can 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. Select
User admin
 in the left-hand menu.
The
Search
 section of the
User administration
 screen opens.
To search for all users in your instance who are Basic users, select the
Basic user
 checkbox and click
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, select your profile drop-down menu and navigate to
System admin
.
The
System admin
 screen opens. Select
Group admin
 in the left-hand menu.
The
System group list
 screen opens. You can search for a specific group, or scroll through the list to find groups appended with
[System basic user group]
.
Either
Edit
 the user group or view sites associated with the group with
More actions
 >
Edit
 OR
Site list
.
In the
System group list
 screen, select
Add basic user group
 from the left-hand menu to add a basic user group.
The
Create basic user group
 screen opens.
ou can enter the following details:
  • Group name - the name of your group
  • Group description - the description of your group
  • Add members - add members to your group
Select
Save
 to save your changes.
Once the group is created and the users added, all of the users are assigned permissions set in the
Basic user permissions
 screen, detailed above.
Site admin level
Open your site and select
Admin
.
Navigate to
User management
 then
Groups
:
The
Groups
 screen provides a list of all groups. You can edit an existing basic user group or add a new basic user group. To add a new basic user group, select
Add
 then
Basic User group
.
The
New basic user group
 screen opens.
Enter the following details:
  • Group name - the name of your group
  • Description - the description of your group
  • Copy group permissions from - select another group to copy the permissions.
  • Members - add members to your group (these can only be basic users).
Select
Save
 to save your changes.
Once the group is created and the users added, all of the users are assigned permissions set in the
Basic user permissions
 screen, detailed above.
You can find the new group, and all other basic user groups, in the
Groups
 screen. These groups use
Basic user group
 in the
Type
 column.
Additionally, the
More actions
 menu provides group options.
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 define them as an 'internal user' or 'basic user'. Navigate to
Site admin
 >
User management
 >
Users
.
Select
Add
 in the
Users
 screen.
Enter the email addresses for new users, then select
Next
.
Either select the
Mark all as basic users
 checkbox to define ALL new users as basic users, or select
Basic user
 from the
User Type
 drop-down to add a mix of user types. 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
.
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.
Bulk change user roles from internal to basic and vice versa
You can bulk change user roles from internal to basic, and vice versa.
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