Create groups and users

User management allows admins to create, manage, update, and delete groups and users.

• Using groups can help with efficiency and make it easier for an admin when groups containing multiple administrators or users are assigned to numerous faxboxes repeatedly.

• Admins and users can be assigned to multiple faxboxes.

• By default, there are two user groups: the Administrators and Default group.

  • Administrators: The Administrators are the superusers with the most permissions, giving them access to create, update, and delete users, faxboxes, and folders.

  • Default group: The Default group is for users with the minimum access required to do their jobs.

    • When users are first created, they are always initially added to the Default group.

• There are also three default roles: User, Address book admin, and Tenant admin.

  • Users can read, send, move, print, download, delete, and search for faxes in their assigned faxboxes.

  • Address book admins can add new address book contacts and also update and delete address book contacts.

    • An Address book admin will be assigned this role if an organization chooses to activate the option to restrict outbound faxes to verified recipients.

    • This feature is activated under the Advanced settings option so that faxes can only be sent to contacts saved in the address book.

  • Tenant admins can perform the following actions: add, update, and delete users, admins, user groups, and admin groups. Admins can also add and delete folders, create, update, and delete faxboxes, assign fax numbers to faxboxes, assign users and admins to faxboxes, edit users, and more.

Before assigning users and user groups to faxboxes, the admin of a faxbox must first create the users and user groups within User Management.

Create a group

1. Click the Settings icon on the main Enterprise Fax Portal page.
   → The User management screen is displayed, showing any admins currently with access, and lists the default group and any other groups that may have been previously created.

2. Click the Create group button.
   → The Create a group screen is displayed, and you are prompted to enter the user group name, group owner name, and group members' names.

3. Click inside the User group field and type the name of the new User group.
   → The User group name is limited to a maximum of 36 characters.
   → The new User group may be for a group of admins, for a group of users, or a group containing users and admins.

4. Click inside the Group Owner field, type the first few letters of the group owner’s name to display the autocomplete list of available users, and select the user to be assigned as the group owner of this specific group.

5. Click inside the Members field, type the first few letters of the member’s name to display the autocomplete list of available users, and select the user to be assigned as a member of this specific group.
   → Repeat this step until all members have been added to the group.
   

The group is not complete until you click the Create button at the top right corner of the Create a group screen.

To complete the creation of the new group:

6. Click the Create button.
   → The Group created message is displayed at the bottom of the page, and you are returned to the User Management page.

When you are done adding user groups:

7. To return to your list of faxboxes, click the Enterprise Fax Portal button at the top left in the menu ribbon.
   → Your list of available faxboxes is displayed.

Create a user

1. Click the Settings icon on the main Enterprise Fax Portal page.
   → The User management screen is displayed, showing any admins currently with access, and lists the default group and any other groups that may have been previously created.

2. Click the Create User button.
   → The Create User screen is displayed, and you are prompted to enter a username, first name, last name, and a valid email address. It also prompts you to select a role (User, Address book admin, Admin) and assign the user to a group.

3. Click inside the Add username field and type the desired username.
   → The username is at the discretion of the admin and their organization or company.
   → As a guideline, the username is usually something like the user’s first name and first initial of their last name (e.g., josht for Josh Taylor) or their last name and the first initial of their first name (e.g., taylorj for Josh Taylor).

4. Click inside the Add first name field and type the user's first name.

5. Click inside the Add last name field and type the user’s last name.

6. Click inside the Add valid email field and type the user’s valid, internet email address.

7. Click to select the appropriate role checkbox (User, Address book admin, Admin); if the user needs to be assigned multiple roles, select any required roles.
   

To skip assigning this new user to a specific group:

8. Skip the Group member field to have this new user assigned to the Default group of users.
   → The user can be assigned to a specific user group at a later time.

To assign the user to a user group:

9. Click inside the Search user group field, type the first few letters of the group name to display the autocomplete list of available groups, and select the desired group from the dropdown list.
   

The group is not complete until you click the Create button at the top right corner of the Create a user screen.

To complete the creation of the new user:

10. Click the Create button.
    → The User created message is displayed at the bottom of the page, and you are returned to the User Management page.
    

When you are done adding users:

11. To return to your list of faxboxes, click the Enterprise Fax Portal button at the top left in the menu ribbon.
    → Your list of available faxboxes is displayed.