User Management in eShare

Administrators of eShare portal for the organization can manage users’ settings to perform the following actions from “Manage Organization” tab:

Apply branding – Override organizational branding assigned to the user
Change vanity domain – Override the default eShare vanity domain assigned to the user
Restore defaults – Restore branding and vanity domain defaults for the user
Make admin – Elevate a regular user to eShare administrator role
Disable admin – Disable eShare administrator role for a user
Disable – Deactivate a user for access to eShare
Enable – Reactivate a user who was previously disabled for access to eShare
Remove – Delete user from eShare application

Modify User Settings

To update user settings, navigate to Admin Console tab in eShare portal. In Users view, search for the user, and click on Settings button to expand available options.

Override Branding: From the Organization branding drop-down list, select the new branding desired to be applied to the user and click on Save settings to update. The new branding is displayed to the user upon next login or when the user’s browser is refreshed. This change is also applied to all active shares and is visible to all recipients of the user’s trusted shares.

Override Vanity Domain: From the Vanity domain drop-down list, select the new vanity domain desired applied to user and click on Save settings to update. The user is automatically redirected to the new vanity domain during next login. Only new shares created by the user since this update use the new vanity domain URL. All existing trusted shares prior to this change will continue to function under the previously vanity domain URL.

Restore Defaults: With the expanded settings view for the user, click on Restore defaults button, followed by Save settings button. This restores the user’s branding and vanity domain to the organization’s default brand and vanity domain URL.

eShare Role Update

To update user role in eShare, navigate to Manage Organization tab in eShare portal. In Users view, search for the user. Under Choose action button for the user, select Manage roles and select the appropriate role for the user. Options include eShare administrator and Auditing reader.

To disable eShare administrator role for the user, simply uncheck the appropriate checkbox. . Notice that the user’s row is changed to black font indicating the user has a regular active role in eShare.

Change User’s Access to eShare

To disable, enable or remove user for eShare access, click on Choose action for a selected user to view the menu options as show below

Disable: To disable a user’s access to eShare, click on Choose action and select Disable option. When prompted, click on Confirm to apply changes. See below for sample confirmation prompt.

Note that the user’s row is updated to light gray font indicating the user’s account is disabled in eShare. For organizations with Single Sign-on or OpenID Connect enabled, users disabled in eShare are denied access to the application even when the user’s account in the organization is still active and enabled.

Note: Any active Trusted Shares created by users whose account is disabled are automatically disabled. Recipients see a message indicating the share is no longer active.

Enable: To activate a user whose access to eShare was previously disabled, click on Choose action and select Enable option. When prompted, click on Confirm to apply the change. Note that the user’s row is updated to black font indicating the user’s account is active and enabled for access to eShare.

Note: Any Trusted Shares created by such newly enabled user and have future expiration date are activated. Recipients of such trusted shares have resumed access to such shares.

Remove: To delete a user from eShare application, click on Choose action button for the user and select Remove from the menu option. Click on Confirm when prompted to initiate deletion of the user’s eShare account. See below for sample confirmation prompt.

Note:

Only user accounts in disabled status can be removed from eShare application. To delete a user, first step is to disable the account, followed by remove account
User account removal is non-reversible action. Any trusted shares created by the user are automatically deleted, recipients of shares from such users see message indicating the share was deleted
If the user account is deleted from eShare but the user still has an active account in the organization, such user may sign in via SSO/OpenID and have a new eShare account created. However, previously created trusted shares are no longer available