Address book - Managing users (for users)

<aside> 🌐 See subpages

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Overview

Alongside contacts, the Address book contains information about the users registered in the DocuNote database.

Also, you can organize users into groups. Later, these groups could be assigned with relevant permissions.

You can find the following types of users in the DocuNote Address book:

User type	Description
Client	User that is granted access to DocuNote Windows client.
Web	User that is granted access to DocuNote Web client.
Mobile	User that is granted access to DocuNote Mobile application.

User Status	Description
Disabled	User is disabled in the Active Directory.
Hidden	User is disabled in the Active Directory and is hidden in your local groups.
Internal	Users synchronized via Active Directory or created manually providing windows client access.
External	Users created manually with enabled windows client access.

<aside> 💡 Please Note:

The user types can be combined, so a Client-User can also be used as a Web-User and vice versa.

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Client-User

Used for the DocuNote Client, i.e., the application installed on your computer. This user type can be set up from your AD - Active Directory, so the user is automatically synchronized in.

When AD Synchronization is used, users who use DocuNote will not be required to log in when the application is opened, as it will automatically log in with the associated AD user login information.

In addition, form-based login can be used, which means that all users are manually created from within DocuNote and thus managed exclusively from the DocuNote application.

A form-based user will be required to log in when DocuNote is opened. These login information is defined when created from within DocuNote.

Read more about Address book - Create Formbased-User

Web-User

This is used exclusively for web-based login to DocuNote Web via a browser. This user type is primarily used when external users or employees need to access specific areas in their organizational tree from a browser.

The functionality may be limited compared to what you can do as a client user.

A Web-User will, as a starting point, be required to provide login information when their DocuNote Web Environment is used.

These Login details are defined when the user is being created from within DocuNote.

Read more about Address book - Create Web-User

Mobile-User

Used for DocuNote Access via App on your mobile phone. This user can be used in the same way as DocuNote Web, where you have access to specific areas in your organizational tree.

This user type has limited functionality compared to Client access. However, it is a good addition to your workflows on the go. Login information is defined during creation from within DocuNote.

Creation happens in the same way as Web Users, you just need to insert Access Via DocuNote Mobile instead of Web under the "account" tab. You can download the DocuNote App from your App Store.

Read more about Address book - Create Web-User

<aside> 💡 Tips:

The users are marked with distinctive colours and icons letting you easily identify the type of users.
When resting the mouse over the user, the informing tooltip is displayed providing the detailed user information. </aside>

<aside> ⚠️ Please note:

To work with users, you will need the "Manage user" module role.
To work with local groups, you will need the "Manage local groups" module role
See more about Module roles - The right permissions is needed to administrate module roles. </aside>

User counting in various license models

When signing license agreement, you could request a certain solution type:

Active Directory solution (where users use single sign-on access);
Form-login solution (where users use username and password to login).

In the Active Directory environment, the number of "Internal users" specified in the license agreement are automatically given free access to Webportal and Mobile clients. "External users" do not need extra license slots to access Webportal and Mobile clients.

To help you monitor the limit of users due to license agreement, the number of currently used licenses is specified next to the client/web/mobile users in the Address Book organization tree.

The allowed number of users which can be created by marking the Windows client access checkbox is provided in Concurrent users.

During creation in a Form-login solution, all users are considered as “external users”, while being marked as "Internal" users during creation.

Hence, when a user is created in Form-login solution with marked “Windows client access” checkbox, it automatically becomes "Internal" user and has unlimited access to Web and Mobile.

When Windows client access checkbox is marked, the “Internal user” radio box is automatically selected.

When the checkbox is unmarked, the “External user” radio box is automatically selected.

In a form-login solution, none of users are created with a help of AD synchronization. “Local users” are created by UI or Stored Procedures.

To access Webportal and Mobile clients in the Form-login environment:

"Internal users" don't need extra license slots;

"External users" require extra license slots.

<aside> ⚠️ Please note:

If the "license information" is missing next to the group, the number of license slots is specified as unlimited.
To assign mobile users with the license slots, make sure that the setting "Automatically assign user license at access" is activated in Settings>Mobile settings. </aside>

See subsites:

Address book - Active Directory and Local groups

Address book - Adding users

Address book - Attaching groups

Address book - Configuring password policies

Address book - Create / Converting regular users to web users

Address book - Create a web user from an address book contact