Manage Users

Egnyte provides Administrators and Power Users with the necessary permissions(can manage Power Users and/or Standard Users) to efficiently manage user accounts through the Users & Groups tab. From editing profile details to changing user roles and managing account status, this article offers a comprehensive guide to the various actions that can be taken on Power Users & Standard Users. The following instructions outline how to access and modify user settings, apply expiration policies, and perform administrative tasks for better user management.

 

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Access User Settings

Edit User Profile

Change User Type

Reset Password

Change Username

Deactivate User

Delete User

Bulk User Actions

Automatic Expiration Policy for Standard Users

 

Access User Settings

1. Navigate to Settings -> Users & Groups -> Users
   
2. Hover over on the user’s record and click on Details.
   
   

 

Edit User Profile

Navigate to Profile or click on Edit user profile.

Admin or Power user will have the option to edit the following details for Standard Users:

• Email: Editing the email address will trigger a confirmation email to the new email address.
• First name: First name of the user.
• Last name: Last name of the user .
• User expires: Automatic expiration date or time frame for the user.
• Two-step login verification: Option to enable or disable the two-step login verification.
  

 

Change User Type 

1. Click on change user type in the edit profile section.
   
2. Select the desired user type from the dropdown and click Save.
   

 

Reset Password

1. Click on Reset password option in the edit profile screen.
   
2. Clicking the Confirm button will reset the user’s password.
   
3. The user’s password will be reset and an alert will appear.
   

Change Username

1. Click on Change username in the edit profile screen.
   
2. Click on I understand, continue to acknowledge.
   
3. Enter the new username and click on Save. An email notification will be sent to the user for confirmation.
   

Deactivate User 

1. Click on Deactivate user in the edit profile screen.
   
2. Click Confirm to Deactivate the user’s Account.
   

The Admin or Power user can reactivate the user from the edit profile section. The Deactivate user option changes to Activate user for all the deactivated accounts.

Delete User

1. Click on Delete user in the edit profile screen.
   
2. Click Confirm to delete the user account.
   

 

Bulk User Actions

Admins, or Power Users with the Can manage Power Users role can take bulk actions on the selected users. This will enable the users to take quick actions and save time. 

Depending on the type of users selected, Admins or Power Users will be able to delete, deactivate, change to Standard or Power User, add to a group, and change role. They can also resend invitations in bulk (if only users in pending status are selected). 

1. Navigate to Settings -> Users & Groups -> Users. Select the desired users and click on Bulk user actions dropdown.
2. The following actions can be taken on the selected users:

• • Delete: Click on Delete to delete the selected users and click on Confirm to confirm the deletion.
    
  • Deactivate: Clicking on Deactivate will deactivate the selected users. 
  • Change to Standard/Power User: If all the Administrators are selected, the options will appear to change to Standard User or Power User. If all selected users are Power Users, the option will appear to change them to the Standard User. Similarly, if all the selected users are Standard Users, the option will appear to change them to the Power User. If a combination of different user types is selected then this option will not be listed in the menu. 
  • Add to Group: Click on the option and search for the group name. Select the desired group and click on Save.
    
  • Change role: Click on this option and select the new role from the dropdown. Click on Save.
    

 

Automatic Expiration Policy for Standard Users

Automatic expiration policy can be set up for Standard Users while creating a new account or from the edit profile options.

Set-up the automatic expiration from User expires dropdown while creating a new account or editing an existing user’s profile.

The default option is Never.

• • Never: Automatic expiration does not apply for the standard user. 
  • Deactivate on date: The user account will automatically expire on the date selected.
    
  • Deactivate after inactivity: Select the period of inactivity as 1/3/6/12 months. The user account will automatically expire if there is no activity in the selected time frame.
    
  • Delete on date: The user account will automatically delete on the selected date.
    

The application expiration policy is displayed in the user’s profile.

The expiration policy details are also available in the user’s listing in Settings -> Users & Groups -> Users -> Hover over on the Status to view the Expiration rule .