Manage Users

Once your folder structure is established in SpringCM, you can allow certain users to access and edit documents with our managing users features.

We'll walk through these important steps for managing users:

• Step 1: Set Up Security Groups
• Step 2: Set Up Distribution Groups
• Step 3: Use Personas
• Step 4: Add Users

To start, you'll create a security group.

Step 1: Set Up Security Groups

Security groups enable you to place users with similar document-access needs into groups so you don't have to spend time changing individuals' security settings on documents or folders. For example, you could create a security group called Executives for individuals who require access to all documents but aren't super administrators.

> Learn How to Add Users to Security Groups.

1. From the GoTo menu click the Address Book tab.
2. Click the Create Security Group button located on the Toolbar.

3. Click the User or Group link and select the appropriate individuals.
4. Click the Select button.

5. Click the Save button.

Read more about Security Groups.

Now that your security group has been created, you can give the security group access to appropriate folders.

>Learn How to Apply Security Groups to Folders.

1. Click the Documents tab.
2. Click the appropriate Folder in the left-hand navigation. If the folder you want to access is a subfolder, click the parent folder to browse to the correct subfolder.

3. Open the Manage menu and choose Security.

4. Type the security group's name and click the group.
5. Click the Save button.

Now that your folders are only being accessed by the appropriate security groups, you can streamline sharing content with distribution groups.

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Step 2: Set Up Distribution Groups

Distribution groups enable you to mix your contacts (individuals who are not members of your SpringCM account) and users (individuals who are members of your SpringCM account) in one group. You can easily send documents via email, fax, and postal mail to distribution groups instead of selecting each individual recipient. You can also use distribution groups to send scheduled reports. Perhaps managers rely on a daily report containing the status of all cases. SpringCM can distribute that information to the right people automatically.

>Learn How to Create a Distribution Group.

1. Click the Address Book tab.
2. Click the Create Distribution Group button located on the Toolbar.

3. Enter the desired name in the Name field.
4. Click the User or Group link and select the appropriate individuals.
5. Click the Select button.

6. Click the Save button.

Read more about Distribution Groups.

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Step 3: Use Personas

You can take classifying your users to the next level with our personas feature. Personas, or role-based user settings, enable you to create custom dashboards, establish different roles for users, and display different custom Toolbar buttons and menu items depending upon the user's job function. For example, a training manager will see different buttons on the user interface than an HR manager will, making end-user training much easier.

Personas are created from security groups and are applied in users' profiles.

>Learn How to Create Personas

1. From the GoTo menu, click the Address Book tab.
2. Click the name of a member of the security group you will use as a persona.

3. Assign the user to the security group you will use as a persona from the Persona field.
4. Click the Save button.

5. From the GoTo menu click the Documents tab.
6. Open the View menu and choose Customize Menu. If you'd rather customize the Toolbar, choose Customize Toolbar.

7. Choose where to place the new menu item under the "Follow Menu Item" drop-down menu.
8. Fill in the Name field.
9. Fill in the URL field.
10. Enter the name of the security group you will use as a persona in the "Menu appears for" field.
11. Click the Save button.

Repeat this process for all users you'd like to add to the persona.

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Step 4: Add Users

Your SpringCM solution grows at the same pace of your company. When you add employees, you can easily add users to SpringCM.

SpringCM offers five distinct user roles:

• Guests have read-only access to SpringCM. Use the Guest role when users only need to view or download documents, and not move or edit them in document preview or in workflow. Guests can execute searches, fill out eForms but not edit or create them. Their only Preferences options is changing their passwords. Guests cannot run or edit Reports or access the Address Book.
• Full subscribers can view, edit, and upload documents. Use this role when a user needs full access to documents and workflow. Full Subscribers can execute but not create or edit Reports, and have limited access to functionality in Preferences (Inbound Email and Password and User Preferences). Full Subscribers are the most common type of users.
• User administrators have the ability to manage users and to administer certain account-level preferences. User Administrators cannot create or edit security groups, but they can create and edit distribution groups. Super Administrators should assign this role to delegate administrative tasks within a SpringCM account. There can be multiple User Administrators per account.
• Super administrators are the highest level administrator in your SpringCM account. They have rights and access to everything in your SpringCM repository, including all users' home folders. Use this role when you designate a repository administrator. There can be multiple super administrators per account.
• Contacts are not SpringCM users but colleagues who may receive and review documents stored within your SpringCM account.

>Learn How to Add Users

1. Click the Address Book tab.
2. Click the Create User button. You can also open the Address Book menu and choose Create Full Subscriber.

3. Select appropriate user role from the "Role" drop-down menu.
4. Complete all the required fields in the "Information" section.
5. Click the Save button.

Check out the rest of our StartSmart Success topics to get started with other SpringCM features today.

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