Egnyte Help Desk

The Users and Groups Page

The Basics

Adding New Users

Resetting User Passwords and Other Changes

Managing Group Memberships

Bulk User Actions

Importing and Exporting Users

Importing and Exporting Groups

Active Directory Integration

The Basics

Navigate to Settings / Users and Groups by clicking the menu at the top right of the UI.

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The page is organized into two sections: one for users and one for groups. You can switch between the two with the control at the top left of the page.

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You can search for users or groups with the search bar; search by Egnyte username, first name / last name, email address, or group name.

In the Users section, you can sort the list of entries by username, name, email address, user type, or status. In the Groups section, you can sort by group name.

Adding New Users

Egnyte has three user types:

  • Standard Users: a limited role suitable for external collaborators

  • Power Users: the role you will assign to users who are employees of your company

  • Administrators: like power users, but with a wide-range of administrative capabilities like running reports.

To add a user, start by clicking the “Add New User” button at the top right of the screen.

You’ll be asked to enter some basic information about the user; after you click “Save” the user will be sent an email inviting them to the Egnyte account. A few things to consider:

  • It is NOT possible to change a user’s username after they are created.

  • New user invitations expire after 14 days.
  • If you are creating a Standard User, you have an additional option: user expiration. Expiration triggers disabling or deletion. A disabled user counts against your account’s user quota, but a deleted one does not.

A user is marked “pending” until they have logged in to their account. You can resend an invitation to a user when they are in the pending state. Just hover your cursor over the “Pending” wrapper to reveal this option. Note that you will need to resend a user's invitation if they do not login within 14 days.

Resetting User Passwords and Other Changes

Hover your cursor over a user and a “Details” button will appear.

Clicking this option will take you to a page that looks like this:

From this user details page, you can do all of the following:

  • Force a password reset for the user

  • Change the user’s email address

  • Change the user’s first or last name

  • Change the user’s role (like promoting a user from Power User to Administrator)

  • Deactivate user (user cannot login but account still exists in Egnyte)

  • Delete user
  • Regulate how the user can access Egnyte

  • Set an expiration date for the user (only for standard users)

If you have enabled Egnyte’s device control package, this is where you’ll enable, disable, or reset a customer’s Two-Step Login Verification.

 

Managing Group Memberships

To manage the user’s membership to different groups, start by selecting user details.

Next, pick the “Groups” tab. You’ll see a list of groups that the user is currently a member of. From this screen, you can add the user to a new group, or remove them from one of their current groups. This page also shows you how many users are currently members of the different groups.

User Actions

Hover over the group name to rename or delete the group.

Click on the group name to view all users in the group and add or remove users from the group.

Bulk User Actions

Select on or more users to enable the bulk user actions dropdown on the top left of the page.  Depending on the types of users selected, the options listed will be Delete, Deactivate, Change to Standard User, Change to Administrator, and Add to Group.

Importing and Exporting Users

For the creation or modification of large numbers of users, we’ve made it possible to import and export users and groups via CSV file.

Selecting “Import Users” will open a dialogue where you can begin this process. To manage users this way, you need to adhere to a specific template, so we recommend that you start the process by downloading the sample CSV file.

This is an example of what your CSV might look like. The table below explains in detail what each column is for.

Here are some ideas for bulk actions you can perform using the CSV re-import feature.

  • To add new users, enter the new username as well as an email address and role (e.g. “Standard” or “Power”).  Other columns are optional

  • To modify existing users, simply change the desired fields

  • To reset a user’s password, type “reset” in the "SpecialAction" column

  • To delete a user, type “DELETE” in all caps in the "SpecialAction" column

Please note that periods (‘.’), underscores (‘_’), and hyphens (‘-‘) can be placed in usernames; however, usernames cannot begin with these symbols, nor can a username end with a period.

 

Once you’ve prepared the CSV, you’ll need to reimport it. Pick the “Choose File” action.

Once the file has been uploaded, be sure to check the appropriate box depending on the type of action you’re undertaking.

  • If creating new users, check the box Allow creation of new users

  • If modifying existing users, check the box Allow update of existing users

  • If deleting users, check the box Allow deletion of existing users

Click on “Import” to finalize the process and have Egnyte perform your actions.

After you click “Import”, it may take anywhere from a few minutes to a few hours for Egnyte to process the import request.  If any errors are found in the CSV file during the import process, you will receive an email with a file outlining the corrections needed for successful import.

Column Header

Description

Validation

Required

Username

Egnyte username

Only letters and digits

yes

LastName

User’s last name

Any text

no

FirstName

User’s first name

Any text

no

Email

User’s email address

Valid email address

yes

Type

User type

power, standard, or admin

yes

Role

User's role

Any roles created for your account

no (default is "default")

AuthType

Authentication authority

Egnyte = Uses Egnyte

AD = active directory

SSO = Uses Single Sign-on

no (default is “Egnyte”)

Active

Sets whether user is active or inactive

“yes” or “no”

no (default is yes)

IdPUserID

Identity Provider user identifier

Any text

no

CreatedBy

Who created the user

Any text

no

LastActive (NEW)

When the user last logged in via Web UI or Mobile, or when they last uploaded or download a file.

MM/DD/YYYY

no

SendInvite

Whether to send an email invitation to a new user, a newly-reactivated user, or resend an email to a user who has never logged in alerting them to account creation and new password.  If user is Egnyte authenticated, the invite will always be sent. 

“yes” or “no”. 

 

no (default is yes)

UserPrincipleName

Used for Active Directory authentication for child domain or multiple forest environments.

Any valid User Principle Name.

no

 

Importing and Exporting Groups

Use groups to provide the same folder permissions to more than one user. You can view and manage your account’s groups by switching over to the Group view at the top of the page.

Importing a New Group

The same CSV-upload functionality is available for the bulk import of new Groups. Start by downloading the sample file.

Open the CSV file in Microsoft Excel and fill out the spreadsheet.  The screenshots below are samples of what your spreadsheet might look like.

In column A under the header “Groupname”, write the name of the new group(s) you are creating.

For each column next to the group name, write a username who will belong to that group.  For example in the screenshot below, three groups will be created: “Sales” “Engineering” and “Finance.”  The “Finance” group will include the users “dbengel”, “jsmith”, and “ajohnson.”

If you list the same groupname multiple times with different users, the users will be aggregated into the same group.  For example in the screenshot below, a single “Engineering” group will be created that consists of the users “umorris”, “rcheng”, “anara”, and “dlee.”

Save the file as a CSV and upload it using the “Choose file” control. Once you’ve uploaded the file, be sure to check the “Allow creation of new groups” option.

Click “Import” to finish the process.

Changing Groups with Export / Import

You can use the CSV-upload capability to change large numbers of existing groups. Start by exporting your current list of groups.

Once you have the CSV opened, you can add or remove groups or users. To remove a user from a group, simply remove the user from that group’s row.

To add a new user to an existing group, please be sure to include all of the current users IN ADDITION TO the new user. If you only add the new user, the existing users will be deleted when the modified CSV is uploaded.

When you’re done, save the CSV, pick the “Import Groups” option and upload it with the “Choose file” action.

Be sure to check the appropriate checkbox if you are adding new groups or updating existing ones.

Click “Import” to finish the job.

 

Active Directory Integration

Egnyte facilitates setting up users and managing passwords within the Egnyte Application.  However, if your company has its own directory service, Egnyte can support an full integration to tap into this user information.  For more information, please refer to the Active Directory Integration article.

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