This feature must be explicitly requested to be enabled on an instance.
Please speak to your Customer Success Manager.
If enabled, auto login allows anyone with the Auto login URL to paste that URL into their browser and automatically be logged in as that auto-login user, without needing to authenticate or enter a password.
Once a person has auto logged in as another user, their access to Collaborate will be limited in certain ways.
- In the upper right-hand corner of the page, there are no options to edit the auto-login user's profile.
- There is no way to log out as that user, which also means there is no way to request a password reset as the auto-login user.
- If the user whose account has been the autologin enabled tries to manually login to Collaborate using their email address and password, they will experience the same behaviour once they are logged in: their profile is not accessible and they cannot reset their password.
Purpose
The purpose of the auto login feature is to provide access to a site, for example, an intranet, to many people without needing to create an account for each person or require those people to remember a password. In other words, a shared account. While the use of auto login for this purpose should generally be avoided, there are use cases and client demands that warrant its use. It is recommended that an auto-login user account only be given read permissions on any sites the auto-login user has been given access to.
Auto login links can be changed by completing a password reset for the respective user account. Once the password is reset, the auto login link will be changed in the User admin tool and cannot be reverted to the old URL.
Adding Users
The User administration page includes the Add user tab:
Click Add users to open a page for creating one or more new users, exactly the same as the process for creating new users to add to a site.
You may also click Bulk import to import multiple users from an excel template.
Self-Registered Users
Some users do not have a full Collaborate account and are created merely for the purpose of receiving files after having registered. These files can be managed by clicking on a new Self-registered users tab on the User admin page:
Clicking on this tab will reveal a list of self-registered users:
This shows the email address of each self-registered user (full names are not available for these users), their status and last login date. A System Administrator may manage these users by using the action icon across from each user. The options are to:
- send a reset password email to a user or
- archive the user, so that they can no longer access files that were shared with them or otherwise log in to Collaborate
Limits on user licences
Depending on your account type, you may have limits on the number of users you may add. Limits are set per instance for the number of Internal users, External users and Basic users.
As of the October 2022 release, designated system admins can receive alerts when the number of users reaches 80%, 90% and 100% of the purchased licenses. Please contact your HighQ support representative to activate these alerts.