Manage users, rights, and groups

Roll of the Administrator

As administrator for your team account it’s up to you to add users, administer rights and set up what rules applies the the account overall. For example:

  • Reserved storage space for a specific user and its size
  • User rights for the common files
  • How many versions of a document that should be saved
  • If Recycle bin should be enabled
  • Bar users from writing directly to the Common Files root folder

Since it’s the administrator who is personally responsible for payment of the service, it’s only they who have the ability to upgrade the account, as in the amount of users and total storagespace. The total cost ends up on one invoice,

As administrator you can give a user the roll of “sub admin”, which gives that user the rights to create and change users and groups,
See “Changing a user further” down,

User Administration

Adding a user:
  • Log on the the account and click on the user icon in the upper right corner of the page.
  • Click Users.
  • Click Create new user.
  • In the pop up window you fill in the users name and email.
  • Set reserved space if desired, setting it to “0” means that the total storage space is shared.
  • You can check Enter sign in credentials to choose what username and password the user will have. If this is unchecked the new user will receive an email with a link that takes the user to a page where they choose username and password themselves, the email is sent when you press Create.
  • If Enter sign in credentials is checked you can choose whether or not the user has to change the password at the first login, and if a “welcome email” should be sent.
  • In Advanced you can choose what permissions the user should have under Common Files root folder.
  • Click Create to finish creating the new user
  • You can check Create more before finishing by clicking Create, this will reload the pop up page and lets you continue creating a new user directly

If you have checked the Send welcome email box, the user will receive the email when you click Create, if you haven’t checked Enter sign in credentials the user will receive an email with a link to page where the user sets the credentials themselves.

You can see user status in the menu Users, such as currently logged on or when last logged on. Click on the user to edit them, click on the icon that looks like three dots to get more options.

Changing a User
  • Log on the the account and click on the user icon in the upper right corner of the page.
  • Click Users.
  • Click on the user or click on the icon that looks like three dots.
  • Make the wanted changes.
  • Choose Save when you are done.

 

 

Group Administration

Groups are useful for when you have certain users that should have access to certain folders. Instead of going through all the users and setting permission for the folders there, you can give the group the permissions. Then you add users to the group. For example, a group for HR or a group for Consultants, who probably should have access to the same folders, which you can add or remove users to.

Create a group:
  • Log on the the account and click on the user icon in the upper right corner of the page.
  • Click Users
  • Click Groups
  • Click Create Group
  • Choose a name for the group and save by clicking on Create

 

Adding a user to a group:
  • Log on the the account and click on the user icon in the upper right corner of the page.
  • Click Users
  • Click on the icon that looks like three dots by the user and choose Add to group.
  • Check the box for the groups that the user should be added in to and select add

You can also do this from the Group menu in account settings.

  • There you choose which group to add users to by clicking on the group
  • Click on Add users
  • Check the box for the users that should be added in to the group and select add

 

Change folder permissions
  • Choose a folder in common files by checking the box in front of it
  • Click on permission… (User icon with check mark)
  • In the pop up window you select what permission a user or group will have in that folder
  • You can check Notify users to notify the users by mail automatically
  • Save changes by clicking Save

There are 4 permission levels to grant a user:

  • No access – Users with no access have no permission on the folder, and the folder is hidden to them.
  • Read only – Users can see the folder, open and download documents.
  • Read/Write – Users can see, open, change move and download files in the folder.
  • Read/Write/Sync – Same as above, with the added permission to sync the folder and its contents to a computer using the program Storegate Sync. (This is not available to all accounts)

It’s only possible to set permissions on folders in Common files. When you create a new folder via the webpage you can set permissions directly. If a folder is uploaded or copied to the storage space then all other users will have “No access” as a security measure.

 

Administrator Settings

You find administrator settings in Settings under Team in Account settings.

Here you’ll find options regarding things as:

  • Office Online
  • Two-step verification
  • Versioning
  • Common files root folder permissions
  • Prohibit moving files from Common files to My files
  • Recycle bin

 

Recycle bin

Deleted files from yours or other user accounts can be found in the recycle bin and can be restored by opening recycle bin, marking one or more deleted objects and clicking on the Restore icon,

Note that files deleted from Common files goes into the administrators recycle bin and can only be restored from there.

Recycle bin is enabled as standard. You can disable it if you like in settings as administrator. Without recycle bin enabled deleted files are removed permanently and cannot be restored.
 

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