User Management

As an administrator, you use User Management to manage users, groups, roles, and permissions for your tenant.

You can create and update users, assign them to groups, and control what users can access. User Management includes two default groups: Administrators and Default. You can create additional groups to match your organization’s structure and requirements.

From User Management, you can view and manage all user groups and roles, giving you full control over access and responsibilities within the Fax Portal.

Accessing User Management

1. On the main Enterprise Fax Portal page, click Settings.
   → The Users window opens.

View user groups

1. In the Users window, locate the All user groups field.

2. Click the All user groups drop-down arrow.
   → The list displays all available user groups, including Administrators, Default, and any additional groups created by the tenant administrator.

Group owners

Each user group can have one or more group owners. Group owners are identified by a special icon (), making them easy to recognize in both the user and group views.

You can assign up to 10 owners per group. All group owners have the same permissions and share responsibility for managing the group. This ensures that group management continues even if one owner is unavailable.

Group owners can:

• Add and remove group members.

• Assign or remove other group owners (depending on tenant role permissions).

View members of a user group

1. Select a user group from the list.
   → The group overview shows the group name, total number of members, and the group owner.

2. Click More actions () to display the Edit and Delete options.

3. Click the drop-down arrow next to the group name to expand the group details.

4. Click More actions () to display the Edit and Delete options.

Users with pending activation status

When a user is created but has not yet completed their registration, their status appears as Pending activation in the user list.

1. Click the Settings icon on the main Fax Portal page.
   → The Users window is displayed.

2. Look for users with the Pending activation badge next to their name.
   → These users have not yet completed the registration process and cannot sign in to the portal.

3. To resend the activation email to a pending user:

   • Click the More actions icon and select Resend sign-up email.

     

   • Or, click Edit to open the Edit user form and use the Resend sign-up email option at the bottom.

     

📌 Rate limiting

You can only resend the activation email once every 5 minutes. If you attempt to resend within 5 minutes, a dialog appears informing you that the email was already sent and to wait before trying again.

View roles & permissions groups

1. In the Users window, locate the All roles & permissions field.

2. Click the All roles & permissions drop-down arrow.
   → The list displays all available roles, such as User, Address book admin, and Tenant admin.

View groups by role

1. Select a specific role.
   → All groups with that role are displayed, including the group name, total number of members, and the group owner.

📌 Multiple user roles

A user can have more than one role. For example, a user can be assigned the Tenant admin, Address book admin, and User roles at the same time.