Create users and groups

User management lets you create, update, and delete users and groups. Each user is assigned a role that defines what they can do, and you can organize users into groups to manage faxbox access more efficiently.

📌 To create users in bulk using a CSV file, see Import users in bulk.

Roles

You can assign one or more of these roles to a user:

• User
  You can read, send, move, print, download, delete, and search for faxes in the faxboxes assigned to you.

• Address book admin
  You can add, update, and delete address book contacts. This role is required if your organization restricts outbound faxes to verified recipients only. You can enable this restriction in Advanced settings.

• Tenant admin
  You have the highest level of access. You can add, update, and delete users, admins, user groups, and admin groups, manage folders and faxboxes, assign fax numbers, and assign users and admins to faxboxes.

Filtering the user list

The Users page includes a filter bar above the user list. Use the Search user field and the filter dropdowns to narrow the list to the users you need.

Searching by user

Type a name or email address in the Search user field to filter the list in real time as you type.

Filtering by role, faxbox, group, or status

Each filter dropdown (All roles, All faxboxes, All groups, All statuses) displays the available options for that category.

1. Click a filter dropdown to open it.

2. To jump to a specific entry, type the first letter of the item you are looking for.
   → The list scrolls to the first entry starting with that letter.

3. Click an item to apply the filter.

📌 To filter users not assigned to any faxbox or group, select Unassigned from the All faxboxes or All groups dropdown.

Clearing filters

To reset all active filters at once, click the Clear filter button.

Using pagination

The Users list supports pagination.

• At the bottom of the list, use the Rows per page selector to choose 10, 20, 50, or 100 users per page.

• You can also use the pagination controls to move to the first, previous, next, or last page.

The current page and total number of pages are displayed between the selector and the navigation controls.

Creating a user

1. Click the Settings icon on the main Enterprise Fax Portal page.
   → The Users page opens and lists all existing users, along with additional information about each user.

2. Click the Create User button.
   → The Create a User screen is displayed.

3. Enter the user’s details.

3. Select one or more roles for the user. At least one role is required.

4. Optional: To assign the user to a faxbox, search for a faxbox by name in the Assign User to Faxbox section.

   • New assignments are set to Member by default. Members can access the faxbox and work with faxes.

   • Change to Owner if the user needs administrative permissions for that faxbox, such as modifying it or assigning other users.

   • You can assign a user as either a Member or an Owner. If a user who is already a Member is later assigned as an Owner, they are removed from the Members list. Owners still have Member-level access, but they do not appear in the Members list.
     For a full overview, see User permissions matrix.

6. Optional: In the Assign User to Group section, search for a group by name.

   • New assignments are set to Member by default.

   • Change to Owner if the user needs administrative permissions for that group, such as managing its members.

   • You can assign a user as either a Member or an Owner. If a user who is already a Member is later assigned as an Owner, they are removed from the Members list. Owners still have Member-level access, but they do not appear in the Members list.

     For a full overview, see User permissions matrix.

7. Click Create.
   → The user is created.

📌 Unsaved changes

If you navigate away from the Create a User screen before clicking Create, a Discard changes dialog appears. Click Discard changes to leave without saving, or Cancel to return and continue editing.

Activation and user status

After you create a user, the system sends an activation email with a registration link valid for 7 days. The user's status shows as Pending Activation until they complete registration by setting a password and optionally configuring two-factor authentication (2FA). Once activated, the user can sign in and access their assigned faxboxes.

If the link expires or the user does not receive the email, you can resend it at any time. See Users with pending activation status for details.

Groups

Groups let you assign faxbox access to multiple users at once, rather than configuring each user individually. A user can belong to multiple groups, giving you flexibility when managing access across different faxboxes.

Creating a group

1. Click the Settings icon on the main Enterprise Fax Portal page.
   → The Users screen opens.

2. In the left sidebar, click Groups.
   → The Groups page opens and lists all existing groups, along with additional information about each group.

3. Click the Create group button.
   → The Create a group screen opens.

4. In the Group name section, enter a name for the group. The name must be unique and can be up to 40 characters.

5. In the Group Owner section, search for users by first name, last name, or email address and select them from the list.

   • You can add up to 10 group owners.

   • All owners share equal permissions for managing the group.

   • Owners automatically become members of the group. They do not appear in the Members section and are not counted twice.

6. In the Members section, search for users by first name, last name, or email and select them from the list. Repeat until all members are added.

7. Click Create in the top right corner.
   → The group is created, and you are returned to the Groups page.

📌 Unsaved changes

If you navigate away from the Create a group screen before clicking Create, a Discard changes dialog appears. Click Discard changes to leave without saving, or Cancel to return and continue editing.

All assigned group owners receive an email notification with the group name, who created it, and a timestamp. To turn off these notifications, go to My Profile. For details, see Email notifications.