Early Adopters—Add and edit archive users

  • Last updated on: 2019-11-11
  • Authored by: Joe Brooks

This article describes how to add and edit archive users.

Prerequisites

  • Applies to: Administrator
  • Difficulty: Easy
  • Time needed: Approximately 10 minutes
  • Tools required: Cloud Office Control Panel access

For more information about prerequisite terminology, see Cloud Office support terminology.

After you have completed the steps in Log in to the Archive Manager, you can add additional users to the Archive Manager and assign the following user types:

  • Administrator - Provides complete access across the archive with the ability to create, modify, and export searches; manage hold reason, users, permissions, and policies.

  • Admin Only - Provides access to most accounts, user management settings, and permissions but prohibits access to interaction with message data, including running, editing, and exporting searches or affecting retention policies.

  • Compliance Officer - Provides access to interact with data across the archive in addition to creating and managing hold reasons.

  • Search Administrator - Provides access to create, save, edit, export, and review searches across the archive.

  • Exporter - Provides access to view and export the results of saved searches, explicitly shared with the individual user. Exporters only have access to exports that are requested by the individual user.

  • Reviewer - Provides access to view the results of saved searches, explicitly shared with the individual user. Reviewers are unable to download or send the results from the application.

  • End User - Provides access to MyArchive functionality, which limits access to archived assets associated with the logged-in users’ listed email address.

You can also edit an existing user to change any of the following user settings or information:

  • Basic contact information
  • Temporary passwords
  • Permissions
  • Account Status
  • Enable or disable Administrator(s) listed in the archive

Add an archive user

Log in to the Cloud Office Control Panel and then use the following steps to add individual users to the Archive Manager:

  1. On the left side of the screen, click Users.

  2. On the top right corner, click the +New tab.

  3. In the drop-down menu, click User.

  4. Enter the following information for the user:

    • User name
    • First and last name
    • Email address
    • Select a Role

    Note: The Send welcome email option is checked by default, and the user is asked to create a password after selecting Activate your account in the Welcome Email.

Add multiple archive users

Use the following steps to add multiple users to the Archive Manager:

  1. Select the Users tab on the left and click +New.

  2. Click CSV template and save the compressed folder.

    Note: Enter TRUE or FALSE in the Send-welcome-email column.

  3. When you have entered the users, save the Archive Users worksheet as a CSV file.

  4. Return to the CSV Import page in the Archive Manager.

  5. Click Browse and locate the CSV file.

  6. Click Open to specify the CSV file.

  7. The users are added, and the Welcome Email is sent to the specified address.

Note: When bulk-adding users, the End User role is assigned by default.

Edit archive user settings

To edit an Archive User’s role, use the following steps:

  1. Click Users, check the box by the user’s name, and then click Roles on the top right.

  2. After selecting a new role, click Add to save changes.

To remove a role, use the following steps:

  1. Click Roles and check the box for the current role.

  2. Click Remove.

To edit the settings for an archive user, use the following steps:

  1. Click Users on the left, and then click Edit for the specific user.

  2. Edit specific user information as needed and then click Save.

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