Each iManage library has its own list of users. To gain access to a library, the user must be added to the list of users for that library. A user’s access to documents in the library is limited by the security status of documents (such as public or private or view), and the user’s membership in any groups that are defined for the database. A user’s role determines the user’s access to document management functions; see Managing Roles for more information.

The following topics are available:

Finding Users

Select Access > Users. The Users screen displays
Select the library from the Library list. The search will only find users in the selected library.

Figure: Selecting the library list.
Start entering the user's name. The list updates to match the currently entered name. As an alternative, enter the complete name and select the magnifying glass icon.
Clear the search by clicking the X cancel button after the name has been entered.

Creating virtual users

The only user type that can be created in iManage Control Center is the virtual user. Virtual users are users who were not, or could not, be migrated in, or accessed through a directory service. Once created, these users cannot be converted to another type, and must be managed manually, such as if they changed names or are to be deleted. The iManage Work system administrator can add, activate, or deactivate users directly through the iManage Control Center application.

Creating virtual users requires the following steps:

Creating the user
Configuring a role and library to the user
A ssigning groups to the user.

Creating the user

Click Access > Users application. A list of users display.
From the Libraries list in the top right, select Global (the icon).
Making sure no user is currently selected, click the (Add User) icon. The Add User dialog displays.

Figure: Add User
Enter the fields from the table User Information below. Required fields are marked with an asterisk.
After entering the required information, click Save and close the dialog to add a new user to the users list. A user list displays.

Table: User Information

Field	Description
User ID*	The user's iManage Work login ID. This will be user's iManage Work network identify and sign in name.
Full Name	The user's full name. This is a friendly format and the full name displays in some lists.
Location	The user's location. For example, Chicago.
Phone	The user's telephone number. No specific telephone number format is required.
Ext	The user's telephone extension. No specific telephone extension format is required.
Fax	The user's facsimile number. No specific telephone number format is required.
Email	Email address of the user. This field is optional but if omitted or left blank, an email address will be automatically assigned using the User ID and the current domain.
Password*	The user's sign in password. There is no default password for new users. New users cannot be added with a blank password.
Confirm Password*	Re-enter the sign in password. Both passwords must match.
Group	The group the user is to be assigned to. Click the Group line and start typing a name to see all the matching groups. Multiple groups may be assigned.
Preferred Database	The user's primary library. Select the preferred library, (also called a database) from the list. This is the library the user defaults to, such as for saving and searching for documents. If this option is left blank, it will the automatically assigned the first time the user accesses a document, using that library as the preferred library
External User	Indicates if the user is an external user. External users have limited privileges. They have no default or automatic access to containers or documents and must be explicitly assigned access to items they need. For example, an external user would be used for perhaps a part-time contractor, vendor or partner.
Allow Logon	Indicates if the user is allowed to sign into iManage Work. If checked, the user is allowed to sign in. If unchecked, the user may not sign in. To disable a user, we recommend unchecking this option rather than deleting the user.
Password Never Expires	Indicates if the user is is never required to change the password. If checked, the password never expires. This option is enabled only if User must change password at next logon is unchecked.
User must change password at next logon	Indicates if the user must change the password on the next sign into iManage Work. If checked, the user must change the password on the next sign in. If unchecked, the is not required to change the password on the next sign in.

Asterisk (*) indicates this is a required field.

Configuring a role and library to the user

After the user is initially created, the following must be added:

From the Libraries list in the top right (the icon), select the library to add the user to. Do not select Global.
Click Assign User to a Library icon. The Assign User to a Library dialog displays.
Enter the user name in the search, and select that user from the resulting list. That user's library profile displays.
Click Select Role, entering and then selecting the role name.
Select the Preferred Database from the library list.
Click Assign. The user is assigned to the library.

Assigning groups to the user

After adding a role and library, the following must be added:

Click the user you added. A search for the user may be used. That user's profile page displays.
Select user type from the OS Type list. By default, Virtual is selected.
In the Groups tab click Add Groups icon and select the group or groups you want the user to be added to, and then select Add.
Click Save.

Editing user information

Click Access > Users application.
Click on the user whose information is to be edited; Users page displays.
Edit the user information.
To change the role of the user, select one from the Role list.
To add the user to a group, in the Groups tab, click Add Groups icon and select the group you want the user to be added to, and then select Add.
Click Save and then OK to update the user's details.
Click History tab to view the the history profile of the user such as Last Edited Date, Password Change Date, Last Sync Date, and Date Account Locked.

Resetting passwords

Click Access > Users application.
Right-click the user and select Reset Password. Alternately, on the ribbon bar, you can click icon to reset your password.
Enter a new iManage Work login password, and confirm the password.
Check or uncheck the User must change password at next logon field and optionally the Password never expires field. If you enable User must change password at next logon, the Password never expires gets disabled. So, to enable this option, you must disable the User must change password at next logon, this allows you to enable the Password never expires option.
Click Save. The user can log in using new password.

Deleting users

iManage Work system administrators cannot delete users. If the user is a Virtual user type, contact your designated customer service manager or your implementation partner to make those changes. If the user is any other type, contact your network system administrator. However, as a best practice we recommend not deleting users as this would lose their history. Instead, we recommend Locking Users, preventing them from signing in.

Locking or unlocking a user

Locking or unlocking an account controls that user's access to iManage Work. If the account is locked, the user is not allowed to sign in. This may be used to prevent users accessing the account should they not need access for a temporary period. We also recommend this as a best practice instead of deleting users should they not need access on a permanent basis. Unlocking an account allows the user to regain access to iManage Work after being locked.

Click Access > Users application.
Right-click the user and select Lock or Unlock. If the user is blocked (Allow Logon = No), then Unlock option appears in the UI, else Lock is displayed.
Alternatively, on the ribbon bar, you can click icon to lock or unlock user.
Click Yes on the warning dialog box. The user is locked or unlocked from signing in to iManage Work.

NOTE:

You can select multiple users and reset their password or lock/unlock them.
When an administrator locks a user, all the connected sessions are immediately terminated and the user can no longer perform any activity in iManage Work.

Exporting a user list as a CSV file

Click Access > Users application.
Apply the filters to retrieve the list of users for your requirements.
Click and select Export as CSV.
A CSV file with the name UserReport.csv is generated with the details of all the selected users. This file is downloaded to your local machine (the browser's download folder).