Web Interface > WorkSite Administration > Managing WorkSite Users

Managing WorkSite Users

When the Users icon under a database is selected, the right-hand pane displays a list of all users registered in that WorkSite database, a search bar for finding specific users, and a toolbar with buttons for performing various user-related operations.

User List

The users list has the following columns.

Column Description
Edit Opens the Edit User dialog, which is the same as the New User Dialog.
User ID The user's login ID.
Full Name The user's full name.
Enabled Indicates whether the user is enabled in the database.
External User Indicates whether the user is an external user.
Email The email address of the user.
Delete Clicking the red X icon opens the Confirm Delete dialog, which allows you to delete the user from WorkSite.

Toolbar

ClosedNew User

Opens the New User dialog for creating new WorkSite users.

New User Dialog

Field/Option Description
User Id The user's login ID.
Full Name The user's full name.
Location The user's PC location.
Phone The user's telephone number.
Ext The user's telephone extension.
Fax The user's fax number.
Email The user's email address.
Container Name The container or domain from which the user logs in. Depending on how the user accesses the database, the domain name can be an NT domain name, an NDS Container Object, a Novell server, or blank for virtual users. If you change the Container Name, the user must already be listed with the container object that you enter in this field.
Role The user's role in Milan.
Password/Confirm Password The user's password.
Select Databases The databases to which the user will be added.
External User Specifies whether the user is an external user with limited privileges.
User must change password at next logon Specifies whether to force the user to update her password.
Password never expires Specifies whether the account is exempt from normal password expiration rules.
Update Milan Database Specifies whether to add the user to the Milan database immediately. If this option is not enabled, the user will be unable to use Milan until the database has been updated by the Import Data Service.
ClosedImport LDAP Users

Opens the LDAP Users dialog for importing Active Directory users into WorkSite via LDAP.

LDAP Users Dialog

Field/Option Description
LDAP Server A drop-down menu from which you can select an LDAP server, which is listed by its full path. In order to select a server, the ldap-root application setting must be correctly set.
Available LDAP Users
UI Element Description
Search Searches the LDAP server for users that match the text specified in the search box.
Clear Search Clears the search box.
Move Adds the user selected in the search results to the Selected LDAP Users pane with the configuration specified below.
Search Results Lists all users that match the term entered in the search box above.
Navigation Bar Allows you to browse the search results.
Selected LDAP Users List of LDAP users that currently have WorkSite accounts.
Password A WorkSite password for the selected LDAP user.
Confirm Password The same password specified in Password.
Role The WorkSite role to assign to the user.
Preferred Database The user's preferred WorkSite database.
Select Database(s) One or more WorkSite databases to which the user will be added.
Update Milan Database Specifies whether to add the user to the Milan database immediately. If this option is not enabled, the user will be unable to use Milan until the database has been updated by the Import Data Service.

To add an LDAP user to the WorkSite database:

  1. On the Users node, click Import LDAP Users.
  2. Under Available LDAP Users, search for a user and select a user you want to add to the WorkSite database.
  3. Configure the fields explained in the above table.
  4. Click Move.
  5. The user's name is moved to the Selected LDAP Users column.

To remove an LDAP user from the WorkSite database:

  1. On the Users node, click Import LDAP Users.
  2. In the Selected LDAP Users column, select the user you want to remove from the WorkSite database.
  3. Click Move.
  4. The user's name is moved to the Available LDAP column.
ClosedRename User

Opens the Rename User dialog, which allows you to change a user's WorkSite ID in one or more libraries.

Note: Milan does not currently support updating user IDs for accounts that do not use trusted login.

Rename User Dialog

Option Description
Current UserId The selected user's current WorkSite ID.
New UserId The new ID for the user.
Select Databases A drop-down menu from which you can select one or more WorkSite databases to update.
ClosedEnable Users

Opens the Enable Users dialog, which allows you to enable a user in one or more WorkSite databases. This button is only active when at least one of the selected users is currently disabled.

ClosedDisable Users

Opens the Disable Users dialog, which allows you to disable a WorkSite user in one or more databases.

ClosedView Checked-Out Documents

Opens the View Checkedout Documents dialog, which allows you to view all documents checked out by the selected user. To make checked out documents available to other users, select one or more documents from the list and click Unlock/Remote Checkin.

ClosedOrganize User’s My Matters

Opens the Organize My Matters dialog, which allows you to rearrange how the selected user's shortcuts are displayed in their My Matters folder.

Organize My Matters Dialog

Option Description
Delete Remove a workspace shortcut from user's My Matters list.
Rename Modify a workspace shortcut name.
Reorganize Displays a menu of options for organize the user's My Matters list.
Reset Remove the categories; move the shortcut directly under the root of My Matters list.

Reorganize Options

Option Description
by Client Move shortcuts into categories that correspond to their Custom1 (i.e., Client) value.
by Practice Move shortcuts into categories that correspond to their Custom29 (i.e., Practice) value.
by Practice then by Client Move shortcuts into a two level category structure, with the top level corresponding to the Practice Area and the second level to the Client.
Custom
Opens the Specify a Custom Reorganization dialog, which has the following two fields.
Field Description
Category Organization

The naming format for categories. A format can include fixed text as well as profile field variables, which Milan replaces with appropriate values when it creates a category for a shortcut. To include a profile field in the naming format, enclose a WorkSite WorkSite Attribute IDs with @ symbols (e.g., @imProfileCustom9@-@imProfileCustom10@).
Shortcut Name Definition The naming format for shortcuts created within categories. As with Category Organization, shortcuts names can include both fixed text and profile field variables.

To organize a user's My Matters list:

  1. On the Users node, select a user whose My Matters list you want to organize in DeskSite/FileSite.
  2. Click Organize User's My Matters.
  3. On the Organize My Matters dialog, select the workspaces that you want to organize by category folders as mentioned in the table described above.
  4. Click Close.

Note: Because the Reorganize operation is handled as a background process by the Milan server, users must manually refresh their My Matters list to see the updated categories and shortcuts.

To view the list of groups a user belongs to:

  1. On the Users node, select the users whose membership groups you want to see.
  2. Click Groups button.
  3. On the View Users dialog, you will get the list of groups a selected user belongs to.
  4. Click Close.
ClosedPrint

This option can be used to print the list.

Last updated on February 23, 2021

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