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Users & Groups

The User Management screen is where administrators create and maintain the people who can sign in to DocLock. From here you can add new users, set their passwords, assign the system roles that control what they can access, turn accounts on or off, and remove people who no longer need access.

User Management page overview

How to open this screen​

From the left navigation, open Administration → Users & Groups. The application route is /configuration/user-management.

  • Access required: You need the USERS.LIST permission. If you don't have it, the page won't appear in your menu — ask another administrator.

What you see on this screen​

Page header and summary​

At the top you'll find the page title and a New User button on the right. A row of summary counters gives you an at-a-glance picture of your user base:

  • Active — how many accounts can currently sign in.
  • Inactive — how many accounts are deactivated.
  • No role — accounts that have not yet been given any system role.

Toolbar​

A toolbar lets you narrow down the list:

  • A search box matches on user name or email address.
  • A role filter shows only people who have a particular role.
  • A status filter (All / Active / Inactive) shows only active or only inactive accounts.
  • A Clear action resets all three filters at once.

User table​

Each row shows a user's name and email (with a coloured initials avatar), the roles they hold (as tags), and their active/inactive status. Selecting the checkboxes on multiple rows reveals bulk actions so you can act on several users at once.

Search, role filter, and status filter toolbar

Creating a user​

  1. Click New User in the top-right.
  2. A side drawer opens. Fill in the details:
    • User name (required) — the person's display name.
    • Email (required) — used to sign in and for notifications.
    • Password (required for new users) — use the show/hide toggle to check what you typed.
    • Roles (at least one required) — tick the system roles this person should have. Each role grants a set of permissions (see System Roles).
  3. Click Save.

A confirmation message appears and the new user shows up in the list right away.

Create user drawer

Note: All four pieces are checked before the user is saved — name, email, a password (for new accounts), and at least one role. If any are missing, the drawer shows an error message and the user is not created.

Editing a user​

  1. Find the user in the table and open their Edit action.
  2. The same drawer opens, pre-filled with their current name, email, and roles.
  3. Change the name, email, or roles as needed. To reset the password, type a new one; leave the password field blank to keep the existing password unchanged.
  4. Click Save.

Assigning roles​

Roles are assigned directly in the create and edit drawers by ticking one or more roles in the Roles list. A user can hold several roles at once, and their effective permissions are the combination of all the roles they hold. The roles available here are the system roles defined on the System Roles page.

Workspace-level abilities (who can upload, review, or delete documents inside a specific workspace) are not set here — those come from workspace roles assigned within each workspace. See Workspace Roles.

Activating and deactivating users​

Instead of deleting someone, you can switch their account off temporarily:

  • Use a user's status toggle to deactivate an active account or activate an inactive one. A deactivated user keeps all their settings and roles but cannot sign in.
  • To act on many people at once, tick their checkboxes and use the bulk activate or bulk deactivate action.

A confirmation message tells you how many accounts were changed.

Deleting users​

  1. Open the Delete action on a user's row (or select several users and choose the bulk delete action).
  2. A confirmation dialog asks you to confirm.
  3. Confirm to remove the account.

Deleting is permanent, so prefer deactivating an account if the person may return.

About "Groups"​

This screen manages users and the system roles assigned to them. Roles act as the grouping mechanism in DocLock — people who share a role share the same access. There is no separate "user group" object to maintain; to give a set of people the same access, assign them the same role.

Tips​

  • Give every new user at least one role — accounts with No role can sign in but won't be able to do much.
  • Use Deactivate rather than Delete for staff who are on leave or may return.
  • Use the search and role filter together to quickly audit who holds a sensitive role.

Troubleshooting​

ProblemWhat to check
The page or menu item isn't visibleYou may not have the USERS.LIST permission — contact another administrator.
Save does nothing in the drawerMake sure the name, email, a password (for new users), and at least one role are all filled in.
A new user can't sign inConfirm the account is Active, and that you shared the correct email and password.
A user can open the app but can't do anythingThey probably have No role — edit the user and assign one.
Changes don't appearRefresh the page; the list reloads after each successful save.