Who is this article for?

Please Review Users editing locked workgroups.

Please Review Administrators have permissions to make changes.

Adding external users to workgroups streamlines collaboration with partners, clients, or stakeholders, facilitating secure document reviews across organizational boundaries. This feature ensures that external participants can contribute to reviews while maintaining the necessary access controls and security measures.

1. Adding an External User to an Existing Workgroup
2. Adding a Single External User with an External Searchable Source
3. Adding a Single External User with a Non-searchable External Source
4. Further Reading

Adding an External User to an Existing Workgroup

Adding an individual external system user to a workgroup can be done either by the System Administrator or the Workgroup Administrator.
There are two options for adding External Users, either via the ‘Add User’ input screen or via the ‘Import Users’ screen which allows for the bulk import of multiple users at once.

Adding a Single External User with an External Searchable Source

1. To add a single user with a searchable external source, such as AD or LDAP, click on ‘workgroup management’ under ‘admin’ on the left-hand menu.
2. Click on ‘Members’ against the required workgroup, then click on ‘Add User’. The ‘user administration’ screen is displayed.
3. An ‘Add new user’ button will be available.

Important: Please ensure the Please Review Database has been selected.

4. To search for a user in a third-party system, select the correct system from the drop-down list.
5. Then enter part or all the email address, login name or full name in 'user details'.
6. Click ‘Find’, all users containing the entered text will be listed:

5. Click on ‘Select’ to the right of the user you want to add to the workgroup.
6. The ‘add user to workgroup’ screen is displayed:

7. Select required details and click ‘Save’.

This has now added the user to the workgroup. In this example, the Active Directory user can now log onto Please Review using their Active Directory username and password. All other external systems will work in the same way for the login process.

Adding a Single External User with a Non-searchable External source

1. To add a single user with a non-searchable external source, such as SAML2.0 External source, click on ‘workgroup management’ under ‘admin’ on the left-hand menu.
2. Click on ‘Members’ against the required workgroup, then click on ‘Add User’. The ‘user administration’ screen is displayed.
3. An ‘Add new user’ button will be available.

Important: Please ensure the Please Review Database has been selected.

4. Select the correct system from the drop-down list.
5. When you select a non-searchable external source the ‘Find user’ field allows you to search Please Review first to check the user doesn’t exist.

6. Click ‘Add new user’:

7. Enter the user details on the screen. The Login name and External Identifier should match, unless advised otherwise, and you should select a Home Workgroup and User role in workgroup for the user.
8. Once finished click 'OK'.

This has now added the user to the workgroup. The user can now log onto Please Review using their external source username and password.

Further Reading

• How to Configure External Systems Integration
• How to Use External Groups
• How to Edit Locked Workgroups
• How to Create an Unlocked Workgroup