Users

The Users page is where users manage user accounts in the database. It provides a user register with filtering and search tools, and quick actions for inviting, reviewing, and updating users.

Who configures this

Users with the Group and User Admin permission (assigned via Admin Console Permissions). The Users page is accessible from Admin Console > Users.

Users page

Users page

Control	Description
Users count	Shows the total number of users matching the current filter.
Invite	Opens the dialog to add one or more new users.
Export	Exports the user register as a CSV file.
Exclude Consultants	When checked, hides users marked as consultants (Docwize staff or partners who access client systems).
Groups	Filters users by the selected group.
Status	Filters users by status — for example, active or inactive.
Verified	Filters users by verification status — for example, verified or unverified.
Search users	Searches for a user by name or email address.

User register

Each row in the user register represents one user account.

Column	Description
Settings (gear icon)	Opens the Settings dialog for that user.
Initial badge	A letter badge identifying the user by their first initial.
Name	The user's display name.
Email	The user's email address.
Organization Name	The organisation the user belongs to, where configured.
Active	Indicates whether the user is active. Active users have access to Docwize and are counted as billable where applicable.
Verified	Indicates whether the user has completed verification. A Resend button appears for users who have not yet verified, allowing the invitation to be resent.
Last Active	The date and time the user was last active in the database.
Groups	The groups the user belongs to, shown as pill badges.

User Settings dialog

Clicking the gear icon next to a user opens the Settings dialog. It is arranged as a tabbed view with the following sections accessible from the left-hand navigation:

User Settings dialog

Section	Description
Details	User profile, status, group membership, and delegation settings.
Permissions	Permission settings for the user. Permissions inherited from groups are greyed out. See Permissions.
Folders	The folders the user can see, and how: granted to the user directly, or through a group. A folder is visible only to the users and groups it has been granted to. See Access Control.
Dataviews & Interfaces	Dataview and interface access for the user.
Projects	Project access for the user. A project is visible only to the users and groups assigned to it, or to everyone when it is granted to Everyone.
Records	Records access for the user.
Register row access	The register rows granted to the user. They can see these rows and the documents linked to them.

Details section

The Details section is divided into a main form on the left and a Groups panel on the right.

User profile

Field	Description
Email	The user's email address. Cannot be edited.
First Name	The user's first name.
Last Name	The user's last name.
Department	The user's department. Selected from a dropdown.
Company	The organisation the user belongs to. Selected from a dropdown.
Verified	Shows whether the user has completed verification.
No Delegation / Delegation active	Shows the user's current delegation status. Click to open the Delegate Workflows dialog.
Active	When checked, the user is active and has access to Docwize. Active users are counted as billable where applicable.
External User	When checked, marks this user as a Flexi-User. Flexi-User Access provides occasional external access billed per login day at 10% of the equivalent standard user licence rate, capped at the price of a full standard user licence.
Delete User	Removes the user from the database and revokes their access.

Groups panel

The right-hand panel lists all groups in the database. Checked groups indicate current membership. Membership can be updated directly from this panel.

Control	Description
Groups count	Shows checked groups against total groups (e.g. "4 / 12").
Filter	Filters the groups list.
Search groups	Searches groups by name.

Delegating workflows & late escalation

The Delegate Workflows dialog sends a user's workflow actions to someone else for a set period, and sets what happens when the user's action requests become overdue. To open it, select the delegation badge in the Details section. The badge reads No Delegation until a delegation is saved.

Page	Description
Delegating Workflows	The default recipient and end date, conditional rules that choose a different delegate for particular documents, scheduled delegations, and handing over work that is already open.
Late Escalation	The default escalation policy, and conditional rules that override its manager, action request or number of days.

How to invite a user

Step	Description
1	Navigate to Admin Console > Users.
2	Click Invite.
3	Enter the user's email address and assign them to one or more groups.
4	Send the invitation. The user appears in the register with Resend in the Verified column until they accept.

How to bulk invite users

The Invite User(s) dialog supports inviting multiple users at once using CSV import or by adding rows directly in the dialog.

CSV import method

Step	Description
1	Navigate to Admin Console > Users.
2	Click Invite.
3	Click Sample CSV to download a template.
4	Open the CSV file and add user data in the following columns: Email Address, Username / Prefix (optional), Department (optional), Company (optional). Each row is one user.
5	Save the file.
6	In the Invite dialog, click Drop CSV and select your file. Users from the CSV will populate the invite form.
7	Assign all users to one or more groups using the ASSIGN TO GROUPS panel on the right. Use Apply to all to apply groups to every user being invited.
8	Click Invite [N] Users.

Add Row method

Step	Description
1	Navigate to Admin Console > Users.
2	Click Invite.
3	Click + Add Row to add another user entry to the form. Repeat for each user.
4	Fill in the details for each user: Email Address, Username / Prefix (optional), Department (optional), Company (optional).
5	Assign all users to one or more groups using the ASSIGN TO GROUPS panel on the right. Use Apply to all to apply groups to every user being invited.
6	Click Invite [N] Users.

All invited users will appear in the register with Resend in the Verified column until they accept their invitations.

How to assign a user to a group

Step	Description
1	Navigate to Admin Console > Users and click the gear icon next to the user.
2	In the Groups panel on the right, check the groups the user should belong to.
3	Save.

Troubleshooting

Risk	Detail
User cannot access a module	Check that the user's group has the relevant licence enabled. Module access requires both a licence and the appropriate permissions.
User can see documents they should not	Check group membership and folder access. A user in a group with broad folder access inherits that access. Review via Access Control.
Resend button not appearing for unverified users	Confirm the user's email address is correct. The Resend button appears in the Verified column for users who have not completed verification.
Deleting a user cannot be undone	Deleted users lose all access and are removed from all groups. If the user's access needs to be revoked temporarily, set them to inactive instead.

Related configuration

• Admin Console — overview of all Admin Console areas
• Delegating Workflows — send a user's workflow actions to someone else, with conditional rules
• Late Escalation — create a follow-up action for a manager when a user's action is overdue
• Groups — create and manage groups; assign group-level permissions and module licences
• Permissions — full reference for all available permissions and how they are assigned
• Access Control — folder security, project security, and document-level access