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Adding and Managing Organization Users

Last Updated: Jun 01, 2015 02:44PM MDT
When creating users under organizations in the Organization Admin module, it is absolutely critical to remember these tips:
 
 
  • A user can only belong to ONE organization. This means that a user email address can only be used under a single organization.
  • User accounts can only be deleted or removed by the Digabit Support team. At the Organization Admin level, administrators can only enable or disable an account, or move the user to a different organization.  
  • Remember that organizations are used to separate content, differentiate pricing levels and customize logos, PO’s or RFQ’s. The user you create will have access to the content that organization has access to, which is also dependent on the media categories that the user groups you add the user to can view.
  • Above all – Plan, plan plan. The best way to ensure that your users are viewing the right content, and have the correct privileges is to have a systematic and well-defined User Group and Organization structure in place.
 

Create a New User

  1. Login to Documoto.
  2. In the ‘Admin’ drop-down select ‘Organization Admin.’
  3. In the Organization Admin module left navigation pane, select the organization you wish to add users to in the organization drop-down.
 
 
 
  1. Select ‘Users’ under the ‘Profile’ section.
  2. Click the ‘New’ button.
 
 
 
 
  1. Complete the new user form, ensuring that you fill in all required fields.
 
 

 
  1. If ‘Addresses’ have already been set-up under this organization, you can select them from the ‘Default Address’ drop-down to assign to the user.
 
 
Note: You cannot add new addresses that apply only to this dealer or user until the user has already been created and saved.
 
 
  1. Check off the ‘User Groups’ that you wish to assign this user to. Remember: A user can be assigned to more than one user group, and their assignments should be based on the privileges and modules you want the user to have access to.
  2. Click ‘Save.’
 
 
 

Editing Existing User Profiles

Always keep the tips listed at the beginning of this article in mind when managing existing users. Below are instructions for editing user profiles.
 
  1. Login to Documoto.
  2. In the ‘Admin’ drop-down select ‘Organization Admin.’
  3. In the Organization Admin module left navigation pane, select the organization you wish to edit user profiles under in the organization drop-down.
  4. Select ‘Users’ under the ‘Profile’ section.
  5. Use the ‘Filter’ field to narrow the user list down if necessary.
 
 
 
 
  1. Highlight the user you wish to edit in the ‘Users’ grid.
  2. Click the ‘Edit’ button.
 
 
 
 
  1. Make all of your planned changes and click ‘Save.’
 
 

Moving Users

  1. Highlight the user you want to move to another organization in the ‘Users’ grid, and select the ‘Move to Organization’ button.
  2. Select the organization in the ‘Move to Organization’ drop-down and then click ‘Move.’
 
 
 

Enabling and Disabling User Accounts

  1. You can enable or disable a user account from two locations. First, in the ‘Users’ list grid view, highlight the user account and click ‘Enable’ or ‘Disable.’ Second, in the ‘Users’ editing window, uncheck or check the ‘Enabled’ option. Both can methods can be viewed below.
 
 

 

Add/Remove User from User Groups

  1. You can add users to a User group from two locations. You can only remove users from the ‘Users’ editing window (not the ‘Users’ list grid view). First, in the ‘Users’ list grid view, highlight the user account and click ‘Add to Groups’ and check off all groups you wish to add the user to. Then click ‘Add.’ Second, in the ‘Users’ editing window, uncheck or check the ‘User Groups’ you wish to remove the user from or add the user to.  Both methods can be viewed below.
 
 

 
 
 

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