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How to Add and Edit Users

Updated

1. What This Feature Does

The Add and Edit Users feature allows administrators to create new users and manage existing user details within their TitanFile subscription.

This includes:

  • Adding new users to the subscription
  • Assigning or updating user roles
  • Editing user profile information
  • Managing email aliases

These actions ensure users have the correct access and permissions based on their role within the organization.

2. Who Can Use It

  • Admin users can add and edit users

Plan-Based Behavior

For All Plans

  • Admins can:
    • Add new users
    • Edit user details
    • Assign roles (where applicable)

For Enterprise Plans

  • Access to user management actions is controlled by role permissions
  • If a user does not have the required permission in their assigned role:
    • The action will not be available to them

Important

  • Role selection determines what the user can:
    • Access
    • View
    • Perform
  • If a role is not available:
    • It must be created or enabled in Manage Roles

3. Step-by-Step Instructions

A. Add a New User

  1. Navigate to Settings
  2. Select Manage Users
  3. Click Add User

  1. Enter the following details:
  • First and Last Name
  • Email Address
  • Role (dropdown selection)
  • Language (if applicable)
  • Two-Factor Authentication (2FA) (toggle)
  • Show on Secure Submit List (checkbox, if applicable)

  1. Click Save
  • The user will be added to the system
  • An invitation email will be sent to the user

B. Edit an Existing User

  1. Navigate to Manage Users
  2. Locate the user in the table
  3. Click the three vertical ellipses (⋮) under the Actions column
  4. Click Edit

  1. Update any of the following:
  • Name
  • Email Address
  • User Role
  • Language
  • 2FA settings (if applicable)
  • Show on Secure Submit List

     
  1. Click Save
  • Changes take effect immediately

4. What Happens After

  • Newly added users receive an invitation email
  • Users can log in and access TitanFile based on their assigned role
  • Updates to user roles or settings take effect immediately

Important Behavior

  • Users can only have one role assigned at a time
  • Changing a user’s role will immediately update their permissions
  • Some fields (e.g., name and email) may not be editable after creation
  • 2FA behavior may depend on:
    • Security Settings
    • Organization policies

5. Best Practice

To manage users effectively:

Assign Roles Carefully

  • Assign roles based on job function, not individuals
  • Avoid giving unnecessary elevated access

Use Consistent Naming

  • Ensure user details are accurate and standardized
  • Helps with reporting and management

Review Access Regularly

  • Periodically review user roles and permissions
  • Remove or update inactive users

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