User administration (netfiles Enterprise, Data Room Premium)
In the “Administration” area, Enterprise Administrators can view and manage the user accounts of the entire Enterprise environment. This also applies to the user accounts of the data rooms to which an Enterprise administrator does not have access.
Please note that the data rooms within the Enterprise environment each have their own group and access rights management.
All users
All user accounts in the entire Enterprise data room environment are listed here. In addition to the properties of the user account, the detailed view of a user also lists the individual data rooms to which this user has access.
You can use the filter function above the list of all users to display the following user groups individually:
- Uninvited users: The user account has been created here, but the invitation has not yet been sent.
- Unconfirmed users: Users who have not yet activated their user account are listed here.
- Deactivated users: The Enterprise Admin can deactivate inactive users and reactivate them later if required.
- External users: Users whose e-mail address is not from a domain entered under “Settings > User administration > Internal e-mail domains” are listed here. For these user accounts, the e-mail address must be confirmed with a security code when logging in to netfiles for the first time after the number of days specified in “Administration > Settings > User administration > Verification interval for external e-mail addresses”.
Enterprise Administrators
Enterprise administrators can create, delete and copy data rooms, create templates for the data room system and change the basic properties of a data room. An Enterprise Administrator can only access the content of a data room if they are also created as a user there.
In the “Properties” of an Enterprise administrator, the administration rights can be restricted to create, copy and delete data rooms under “Options”. Only responsible Enterprise Administrators can view and change contracts. This right can also be given to other Enterprise Administrators under “Options”.
Project administrators
Project administrators are the “administrators” of the individual data rooms. They do not have access to Enterprise Administration if they are not also an Enterprise Administrator.
Users Administrators
Can administer all users in the Enterprise environment. You can view the user information of all users and make changes, reset passwords and resend invitations, delete or deactivate users.
Change a user’s personal data
As an Enterprise administrator, you can change a user’s personal data such as name, company, e-mail address by clicking on the user’s name or ticking it and clicking on “Properties” in the right-hand function bar.
Send user invitation
The Enterprise administrator can (re)invite users to a data room. Tick the relevant user(s) and click on “Send invitation” on the right.
Reset password
With this function, Enterprise administrators can send a password reset link to a user’s e-mail address.
Delete user
The “Delete user” function in the right-hand function bar irrevocably deletes a user account from all individual data rooms in the entire Enterprise environment.
Deactivate user
You can also temporarily deactivate a user by clicking on their name and ticking “Deactivate user” under the “Options” tab. Only Enterprise administrators at Enterprise level can do this. While a user is deactivated, they cannot log in. A deactivated user does not consume a user license in the Enterprise environment.
Transferring responsibility
As the responsible administrator, you can use this function to transfer the role to another user.
Export user
You can use this function to create an Excel file with all users.
