User Manual: Find Documents Fast with Advanced Search in DMS+

Overview

Managing user access effectively is crucial for maintaining security and efficiency within dMACQ’s Document Management System (DMS+).

The User Management feature allows administrators to invite new users, assign roles, and set permissions tailored to their needs. This guide walks you through the process of creating user accounts in dMACQ DMS+.

Step 1: Understanding Roles & Permissions

Roles

Roles define user access levels within the system. By default, dMACQ DMS+ provides three roles:

Administrator – Full access, including user management and system settings.
Editor – Can view, edit, upload, download, and delete documents.
Viewer – Can only view and download documents.

Creating a Custom Role Admins can create custom roles by navigating to Roles in the Settings>Configuration>Roles panel and clicking Create Role. This opens a side sheet where admins can enter role details. Once created, the role can be assigned to users during the invitation process.

Note: Default roles cannot be edited or deleted.

Permissions

Permissions define what actions a user can perform within a role. dMACQ DMS+ provides three default permission templates:

Edit (View, Download, Delete, Edit, Upload)
View (View & Download)
Admin (Full control, including user and document management)

Creating a Custom Permission Template

Admins can create new permission templates in Permissions, selecting actions and administrative rights for the template. Once created, these permissions can be assigned to roles.

Note: Default permission templates cannot be edited or deleted.

Step 2: Inviting a New User

Access User Management

Go to Settings > User Management. If no users are listed, an empty state with an Invite User button will be visible.

Send an Invitation

Click Invite User
Enter the user’s email address
Assign a role (custom or default)
Click Send Invitation

The user will receive an email with an activation link. Until they sign up, their status will remain Pending in the user list.

Step 3: Managing Users

Editing User Invitations

Admins can edit an invitation by clicking Edit on the user’s row. This allows updating the email or role, followed by resending the invitation.

Resending Invitations

If a user hasn’t signed up, admins can click Resend Invitation to send another email. (Limited to two resends per day.)

Deleting Users

To remove a user:
Click Delete next to their name
Confirm the deletion when prompted
The user is removed from the system

Step 4: Configuring Granular Access

Admins can further refine user permissions by enabling Folder-Level Access, allowing role-based access control at the folder level.

Enabling Folder-Level Access

Turn on Folder-Level Access to allow granular role assignments.
Click on the card to enter the full-screen settings view.
Two toggles will be disabled by default.

1. Enable Folder-Level Access

On: The admin can define where a role’s access starts. Users will only see documents within the selected folders.
Off: The role will have access to the entire folder tree.

2. Enable Multiple Access Levels

On: The admin can assign multiple folder access levels to a role.
Off: The admin can assign only one folder access level.

Modifying Folder-Level Access

Turning toggles on/off will adjust the Create Role side sheet layout dynamically.
Admins can update access levels at any time based on organizational requirements.

With a structured approach to user roles and permissions, organizations can enhance document security, improve operational efficiency, and ensure compliance with internal policies. Start managing your users today and experience seamless document collaboration with dMACQ DMS+!