Users & Groups

The Basics

Add New Users

Add New Groups

Reset User Passwords and Other Changes

Manage Group Memberships

Bulk User Actions

Import Users

Import Groups

Active Directory Integration

The Basics

Open the menu and click on Settings from the drop-down. 

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Select the Users & Groups tab to open the page. 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 by the Egnyte username, first name or 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.

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In the Groups section, you can sort by group name or number of users in the group.


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Add 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.

Learn more about the differences here.

To add a user, start by clicking the Add New User button and select the type of user you'd like to add from the drop-down.

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'll also be able to choose if the user should expire. Expiration triggers disabling or deleting the user on a specified date.

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 Pending to reveal this option.

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Note: You will need to resend a user's invitation if they do not login within 14 days.

Reset User Passwords and Other Changes

Hover over a user to have a Details button appear.

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

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When you click on the Profile tab from the 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 the account and Private Folder still exists in Egnyte).

  • Delete user (all information in their Private Folder will be deleted).
  • Regulate how the user can access Egnyte (Authentication method).

  • 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.

 

Add New Groups

Adding a group in Egnyte allows you to quickly assign folder permissions to a group of users that should all have the same level of access.

  1. Select the menu icon and choose Settings from the drop-down. Click on the Users & Groups tab and select the Groups option. You'll then click Add a Group.

  2. Enter a name for your group and click Add Group.

  3. Once your group has been added, hover over it in and select Details.

    UI_-_group_details.png

  4. Click the blue Add users to this group button and start searching for users that should be included in this group. Once all of the desired users have been added, click Save.

    UI_-_add_users_to_group.png

 

Manage Group Owners

By default the first "owner" of a group is the creator of the group. An owner of a group is not necessarily a member (see the next section for group membership management). The owners are listed on the details page of the group:

UI_-_group_owner.png

Clicking on the Manage group Owners button opens a dialogue that will allow any group owner or a domain Admin to add additional owners.

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Manage Group Memberships

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

UI_-_user_details.png

Next, select 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.

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Group Actions

From the groups page, you can hover over the group name to Rename or Delete the group.

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

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Bulk User Actions

If you'd like to take the same action on multiple users, you can use Bulk User Actions to save time. Select one or more users to enable the bulk user actions drop-down. Depending on the types of users selected, the options listed will be Delete, Deactivate, Change to Standard User, Change to Power User, Change to Administrator, and Add to Group.



Import Users

For the creation or modification of a large numbers of users, we’ve made it possible to import and export users and groups via CSV file. We'll show you how to import groups in the next section.


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.

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

Note: The default selection is the Default role.

AuthType

Authentication authority

Egnyte = Uses Egnyte

AD = active directory

SSO = Uses Single Sign-on

No

Note: The default is Egnyte.

Active

Sets whether user is active or inactive

“yes” or “no”

No

Note: 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

Note: Default is yes.

UserPrincipleName

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

Any valid User Principle Name.

No

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.

NOTE: 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 re-import it. Pick the Choose File action and locate your CSV file. 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.

 

Import Groups

Easily import multiple groups and the users included in those groups at the same time with the Import Groups option. To start the process, switch over to the Group view.

Note: Group owner management is not currently available in the import/export process.

 

Import 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 group name multiple times with different users, the users will be aggregated into the same group. For the 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.

Change 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.

Next Step: Granting Access Via Folder Permissions

 

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