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Users and teams

Docana is built for companies, so access control is built in. People get roles. Teams group people. Libraries, collections, and applications decide who can see them based on both.

Manage it all from Company Users and Company Teams.

Roles​

Every user in your company has one role:

  • Admin: full access. Manages users, teams, company settings, and everything in between.
  • Member: the normal role. Works with the libraries and applications they've been given access to.
  • Guest: read-only access to public applications. Right for external collaborators.

Applications add their own layer: each member of an application is either an Administrator (can change the application's settings) or a Member (can use it).

Add people​

  1. Go to Company Users
  2. Click New User
  3. Enter the person's name, email address, and other profile details. Set a password or use Generate Password
  4. Click Create User, then manage their access from Manage People

The list has separate tabs for administrators, members, and guests. Open a user's actions to manage their role or account. The screenshots below use seeded local accounts.

Enter personal details and generate or set a password on the New User page.
Enter personal details and generate or set a password on the New User page.
Manage People separates administrators, members, and guests. New User opens the account creation form.
Manage People separates administrators, members, and guests. New User opens the account creation form.

Teams​

Create a team once, then grant it access to libraries, collections, and applications. Members inherit the team's access, and new hires get that access when they join the team.

To create one:

  1. Go to Company Teams
  2. Click New Team
  3. Enter a Team Name, add an optional Team Description, and select Team Members
  4. Click Save Changes
The New Team page has a name, description, and member selector. Save Changes creates the team.
The New Team page has a name, description, and member selector. Save Changes creates the team.

Edit a team anytime to add or remove members. Removing someone from a team removes the access they had through it.

Where access applies​

  • Libraries and collections: private ones are visible only to their members, people or teams
  • Applications: members and teams are managed in each application's Members settings
  • Company administration: only Admins see the Company section

Best practices​

  1. Default to Member: hand out Admin sparingly. Most people never need it.
  2. Mirror your org chart with teams: a "Legal" team granted to legal libraries beats per-person grants you'll forget to clean up.
  3. Use Guest for outsiders: contractors and partners get public applications, nothing else.
  4. Review the user list occasionally: block or remove people who've left. Their access doesn't expire on its own.

Next steps​