Applies To:  All supported versions of DocuShare Flex

Role Required:  Coordinator

Overview

This article covers the two most common user account management tasks in DocuShare Flex: creating a new user account and deactivating an existing user account. Both tasks require the Coordinator role.

DocuShare Flex User Roles

DocuShare Flex uses roles to control what a user can do on a site. The three available roles are:

• Consumer:  Can only view content to which they have been given access. Cannot add content.
• Contributor:  Can add and view content and can change permissions.
• Coordinator:  Can add and view content and can perform day-to-day administrative tasks, including managing user accounts.

Part 1 - How to Create a New User Account

Before You Begin

You must be logged in with the Coordinator role to create user accounts. Ensure the new user's password meets the site password policy (see Password Policy section below).

Steps to Create a New User

1. Log in to DocuShare Flex with a Coordinator account.
2. On the left sidebar, click Users & Groups.
3. Click the Add User button (or the + icon, depending on your version).
4. Complete the required fields:
5. Username - Must be unique on the site.
6. First Name and Last Name
7. Email Address
8. Role - Select Consumer, Contributor, or Coordinator.
9. Password - Must meet the password policy requirements listed below.
10. Click Save.
11. The new user account is now active and the user can log in immediately.

Password Policy

The password set for any new (or updated) user account must meet these requirements:

• At least one uppercase letter
• At least one lowercase letter
• At least one number
• At least one special character:  ~ ` ! @ # $ % ^ & * ( ) - _ = + \ | [ { ] } ; : ' " , < . > / ?
• Cannot contain any part of the username
• Minimum length: 8 characters
• Maximum length: 40 characters
• Maximum password age: 90 days. After 90 days the password will be invalidated and the user will be prompted to change it.

Troubleshooting - Error Creating LDAP User

If you receive the error "Error creating LDAP User" when attempting to save the new account, the most common cause is that the password does not meet the minimum password requirements. Review the Password Policy section above and retry with a compliant password.

Note:  The same password policy requirements apply when changing an existing user's password.

Part 2 - How to Deactivate a User Account

About Deactivation

Deactivating a user account prevents the user from logging in to DocuShare Flex. Deactivated accounts are not counted toward the number of licensed users. The account remains in the system so it can be reactivated at a later date if needed.

Important:  User accounts cannot be permanently deleted from DocuShare Flex. Deactivation is the supported method for removing access. Deactivating a local DocuShare Flex account does not remove or modify the account on any connected LDAP or Active Directory server.

Steps to Deactivate a User Account

1. Log in to DocuShare Flex with a Coordinator account.
2. On the left sidebar, click Users & Groups.
3. Locate the user account you want to deactivate.
4. Select the checkbox next to that user's name.
5. From the Selected Actions menu, select Deactivate.
6. The account status will update. The user will no longer be able to log in.

Note:  You can select multiple user accounts at once and deactivate them in a single action.

How to Reactivate a Deactivated User Account

1. Log in to DocuShare Flex with a Coordinator account.
2. On the left sidebar, click Users & Groups.
3. Locate the deactivated user account (deactivated accounts may be filtered; adjust your filter if needed).
4. Select the checkbox next to that user's name.
5. From the Selected Actions menu, select Reactivate.
6. The account is restored to active status and the user can log in again.