Before a person can access Web Manuals, they need a user account, created and managed under Manage Users. When adding a user, the User Type you assign (Admin, Editor, Reviewer, or Reader) determines their overall level of access to the system, for example, an Editor can read, review, and edit documents, while a Reader can only view published content. This is separate from Roles, which control which specific document categories a user can see.
When a user no longer needs access, you can either inactivate them (a temporary pause, useful for leave or a break in employment) or archive them (a more permanent removal, though still recoverable) rather than deleting them outright.
Adding and removing a user can be done under Manage Users.
Add a User:
- Select Add User,
2. Give the user a username,
3. Select the relevant User Type,
The User Type will determine the access to functions that the user will have in Web Manuals. For example, an Editor will be able to read, review, and edit documents, while a Reader will only be able to read. When completing the User information form, select Send Welcome Email before clicking on Save so that the user will receive an email through which they can log in for the first time.
4. Fill out the user information; only those marked with a * are required fields.
Remove a user
Click on the overflow menu next to the user and choose from the options.
- Inactivate a user:
If you want to discontinue access to a user for a temporary period, then this option allows you to inactivate them and their access to the Web Manuals site. - Archive a user:
This option is more permanent and intended to remove the user's access permanently. However, you can still restore a user if archived.
Once the user is archived, select the filter list in the manage users view, then select archived—this will only show archived users now. Click on the three dots, then select Delete user. We use a two-step process for deleting users.