2.2 Manage Users in AM System

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2.1 Administer System Settings 2.2 Manage Users in AM System

To create a value-driven management system that encompasses the entire organization, it is essential for all employees to have appropriate access to your management system. This section guides you through the process of creating and managing users within the system.

Employees and Settings

To ensure efficiency and collaboration within the organization, it is crucial that all employees have access to the company’s management system. Before adding users to the system, it is beneficial to define departments in a way that aligns with your company's structure and governance needs.

User department affiliation plays a key role in effectively managing documents through category settings and presenting data in Cases. In instances where your organization lacks clearly defined departments or where many employees wear multiple hats, there is an option to utilize Groups instead.

Departments within the system can be updated under Employees » Settings » Departments.

Read more:

• Create Departments in the System
• Groups

Employees - New Person

Each employee in your organization, or any individual who needs to be part of the management system, must be set up as a unique user. By being a user, individuals can be assigned to a specific Department and Profile, thus becoming integrated into your document and operational governance.

Every user linked to a Profile will consume a license associated with one or more modules connected to that Profile, which you can learn more about below.

Users in the system can be added under Employees » Settings » New person.

Learn more about:

• Creating a New User
• Integrating the AM System with Microsoft Entra ID (formerly Azure AD)
  • FAQ - Microsoft Entra ID
• Brief Overview of Licenses vs. Users
• Deleting or Deactivating Users

User-Specific Settings

Every individual has unique preferences and working styles, and as a user, you can personalize the system to suit your needs. All users within the system have the ability to adjust certain settings related to their own accounts by navigating to Hello "Name" » My Settings.

It is important to communicate this information to every employee.

Learn more about user-specific settings:

• Email Notifications
• Profile Picture
• Two-Factor Authentication (2FA)
• Change Password
• Manage Notifications
• Exclude Items from Favorites
• Allow Others to Publish Documents on My Behalf

Last updated: 1 April, 2025