We have a role called the Basic user role, designed to support the specialised needs of enterprises and their corporate legal teams. This role is intended to be a part of the internal organisation but with limited permissions, compared to an internal user.
The Basic user role is an option for corporate legal and government clients only - this user role is not available for our law firm clients.
Please note that Basic users cannot belong to an external organisation.
This article describes how to set up the Basic user role and the standard permissions that a Basic user can access.
Setting up the Basic user
The Basic user is managed in System admin.
To manage the Basic user, navigate to your profile drop-down menu and click System admin:
The System admin screen is displayed. Within the System admin screen, navigate to Basic user permissions in the left-hand menu:
The Basic users screen is displayed.
Please note that the options selected will be applied to all basic users across the entire instance, and not just a singular site
Within the Basic user screen, you will see each of the modules that the Basic user can have View or Admin rights for (and in some cases, multiple facets of that module).
Please note that as of 5.7, basic users will also have the upload file permission
By default, the user will have the following options enabled:
- Home
- Activity
- Files
- View folder
- Upload document
- View document (Own files only)
- Update document
- Wiki
- Blog
- Tasks
- Events
- iSheets
- View own record
- Edit own record
For each module, select the permissions that you wish the Basic user to have for your instance and click Save. Your changes will be saved and the Basic user will be set up.
As of the September 2022 update, basic users use the 'Own' permission type for uploaded files. Members can only see their own documents that they uploaded into the folder themselves; i.e. they are marked as the Author of the document.
For more information on changing the Basic user permissions, please contact your CSM.
Searching for and identifying Basic users
We have made it easy to search for and identify Basic users from your list of users.
To do this, navigate to your profile drop-down menu and click System admin:
The System admin screen is displayed. Within the System admin screen, navigate to User admin in the left-hand menu:
The User administration screen is displayed. Within the User administration screen, you will see a search section. Within this section, we have added a new check box called the Basic user check box:
To simply search for all users in your instance who are Basic users, select the Basic user check box and click Search. Search results will be displayed, showing all users who are defined as a 'Basic user' in your instance.
Additionally, if you have other search parameters and do not select the Basic user check box, if any Basic users are returned in your search, you can identify them via the Basic user tag we have added to these users:
Basic User system group
Additionally, we have created Basic User system groups, enabling you to group together all of the users that you want to have the Basic User permissions, in one group. These groups can be added at system or site admin level.
System admin level
To access the system groups, click your profile drop-down menu and navigate to System admin:
The System admin screen will be displayed. Within the System admin screen, navigate to Group admin in the left-hand menu:
The System group list screen is displayed. Within the System group list screen, you can search for a specific group, or determine which groups are system basic user groups by navigating through the list and noting which groups are appended with [System basic user group]:
Here, you can either Edit the user group or view which sites are associated with this group via More actions > Edit OR Site list.
Within the System group list screen, you can also add a basic user group by clicking Add basic user group within the left-hand menu:
The Create basic user group screen is displayed:
Within the Create basic user group, you can enter the following details:
- Group name - This is the name of your group
- Group description - This is the description of your group
- Add members - Here you can add the members you wish to add to your group
Click Save to save your changes. Once the group is created and the users added, all of the users will then have the permissions set within the Basic user permissions screen, detailed above.
Site admin level
Within your site, click Admin:
The Admin screen is displayed. Within the Admin screen, navigate to User management > Groups:
The Groups screen is displayed. Within the Groups screen, you will see a list of all existing groups. Here, you can either edit an existing basic user group or add a new basic user group. To add a new basic user group, click Add > Basic User group:
The New basic user group screen is displayed:
Within the New basic user group, you can enter the following details:
- Group name - This is the name of your group
- Description - This is the description of your group
- Copy group permissions from - Here, you can select another group to copy the permissions from, if required
- Members - Here you can add the members you wish to add to your group (These users can only be basic users)
Click Save to save your changes. Once the group is created and the users added, all of the users will then have the permissions set within the Basic user permissions screen, detailed above.
Once you have created your user group, you can find it, and all other basic user groups within the Groups screen, shown with the Basic user group tag:
Additionally, via More actions:
You can:
- Edit the group details
- Set the group permissions
- Copy the group permissions
- Remove the group
Adding a new user
When adding a new user to your site, you can now select whether they will be an internal user or a basic user. Navigate to Site admin > User management > Users. The Users screen will be displayed. Click Add within the Users screen. The Add users screen is displayed:
Here, you can add users to the site via their email addresses. Once you have entered the email address(es) click Next:
Within this screen, you can select the Mark all as basic users check box to mark ALL new users as basic users, or you can select Basic user from the User Type drop-down for as many users as you like. Click Next:
Within this screen, you can filter your new users by All users, Internal users, External users and Basic users. In this example, we will filter by Basic users to see all of the new basic users:
When filtered, click Add to groups:
Or select multiple users and click Add to groups:
The Add to groups screen will be displayed. Within this screen, select the group to add your users to and click Add:
Please note that Basic users can ONLY be added to Basic user groups. Your internal and external users can be added to non Basic user groups.
Your new users will be added to the site.
Bulk adding basic users to the system
As of 5.7, we have introduced the ability to bulk add users as Basic users. To do this, navigate to System admin via your profile drop down menu:
The System admin screen will be displayed. Click User admin:
The User admin screen will be displayed. Click Add users:
The Add users screen is displayed:
Here, enter the details of multiple users and click Next:
You can now go through individually and mark each user that you want to be a basic user, as a basic user, or select the Mark all as basic users check box, which will ensure all of the users here will be marked as basic users.
Click Save to save your changes.
Changing an internal user to a basic user
In certain cases, such as when managing license limits, you can redefine existing internal users as basic users. This must be done manually as there is no automated way to move users from existing user groups to basic user groups
Some limitations apply:
- Only internal users can be changed to basic users; i.e. external users cannot be changed to basic users.
- Basic users can only be members of basic user groups.
- An internal user that belongs to 'standard' (site, system, etc.) user groups cannot be changed to a basic user.
An internal user must first be removed from all 'standard' user groups; only then can the user be added to basic user groups.
If a user is removed from a user group, and changed to a basic user but still requires access to restrictred content, add the user to a basic user group that provides appropriate permissions.
Bulk change user roles from internal to basic and vice versa
As of 5.7, we have introduced the ability to bulk change user roles from internal to basic, and vice versa.
Please note that if the user is a member of multiple sites, only a system admin can do this change, and not a site admin
To do this, within your profile drop down, navigate to System admin:
The System admin screen will be displayed. Within the System admin screen, navigate to User admin:
The User admin screen will be displayed:
Here, there is a new option of User Type, allowing you to easily search for All, Internal, External or Basic users. In this example, select Internal and click Search. You will see your search results:
Where you can click Change to: Basic user. This will change all of the users from Internal users to Basic users. If you had searched for Basic users, The Change to: Internal user button would be available, allowing you to change all shown users to Internal users.
