Who is this article for?

Please Review users looking to manage users.

System Administrators can add new users to Please Review.

Locating and editing users is facilitated through the administrative interface, allowing administrators to search for specific users, view their profiles, and make necessary adjustments to roles, permissions, and other attributes. This feature enables control over user management, ensuring that the right individuals have appropriate access and involvement in document reviews and collaborative tasks.

1. Users
2. Locating and Editing Users
3. Edit User Authentication
4. Further Reading

Users

The System Administrator can add new users to Please Review subject to the license limits. This can be undertaken one at a time or via an import of a csv file of users.

Important: This section refers to Please Review native users only. Please Review users may be authenticated via a system connector. Users authenticated via a system connector cannot be amended and any changes must be made in the source system.

Locating & Editing Users

To locate or edit existing users select the ‘Admin’ tab from the top menu then click on ‘Users’ under ‘Admin’ on the left-hand menu. This will display the user administration screen:

1. To locate an existing user, follow the instructions on the screen. Users located will be listed below the search box and the user may then be selected.
   
   
2. Selecting a user will reveal the 'Edit User Details' Screen:

The table below gives a description of some fields used in the 'Edit User Details' Screen:

Here are a few things to note about the Edit User Details Screen:

• User Types can be defined by the System Administrator, allowing them to specify which functionality is available to a specific user within a review, see User Types for more information.
• In this screen there is no ‘Workgroup focus’, i.e. the user is not being edited in respect of a specific workgroup.
• If the Please Review environment is configured for a user to be authenticated by an external source which does not synchronise users automatically (e.g. SAML2), an edit link will appear next to the login name. You can add/edit the authentication details via this link.
• If multiple authentication methods are enabled for a user a ‘(+x’) will appear next to the login name, where ‘x’ indicates the number of other authentication methods defined for that user.

Edit User Authentication

Below is a screenshot of the 'Edit User Details Screen' which uses multiple sources for authentication:

• Clicking on the ‘Workgroups’ button will pop-up an additional screen which allows the setting of the user’s role in specific workgroups. In Please Review the following screen will be displayed:

• All workgroups on the system are displayed and the user’s role in each workgroup may be set. If the field is blank the user is not currently in that workgroup.
• If the checkbox under the ‘Monitor’ column is checked, the user will be a Monitor in that Workgroup. To create a Monitor that does not count against the license select ‘Monitor only’ as the workgroup role. Please refer to Introduction to Workgroups for more information.

Note: If the role ‘Monitor only’ is selected, the monitor checkbox will be automatically checked. If you select the role as blank, the monitor checkbox will be cleared. If the role ‘Monitor only’ or blank is selected, and the user clicks the checkbox, the drop-down will automatically flip between ‘Monitor only’ and blank. If any other role is selected, you can check and uncheck the checkbox as appropriate without affecting the dropdown.

• If the checkbox under the ‘Delegator’ column is checked, the user will be a Delegator in that Workgroup.
• All workgroups on the system are displayed and the user’s role in each workgroup may be set. If the field is blank the user is not currently in that workgroup

Further Reading

• How to Configure Logged on Users & File Management
• Getting Started with the Administration System
• Introduction to Workgroups