Add users

System administrators can add users to the application by creating new users, importing users from Active Directory, or importing users from a file. Portal administrators can add users with a portal administrator or lower portal user category.

Note: You can also add users to Active Directory. For information, see Add users to Active Directory.

Optionally, you can have new users change their password and, if configured by the administrator, answer security questions upon their first login.

Create new users

To create new users:

On the Portal Home page, under Portal Management, click User Administration.

On the Users page, click Add.

In the Add user window, on the Account page, type or select the following for the user, and then click Next:

Name: Type a first name and last name.

Organization: Administrators can select a provider or client organization. A backslash appears between the name of the provider organization and the name of the client organization. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Nuix Discover, see Organizations. For a summary of how organization security affects portal access for each user category, see Portal security table.

Note: If organization security is enabled for a portal, you must select an organization or suborganization.

Company: The company the user belongs to. Select an existing name or type a new company name.

Category: The portal user category the user belongs to. A user can be a system administrator, portal administrator, or portal user. For more information about user categories, see Work with User Administration.

Email: An email address is optional, but If you select an identity provider configuration with two-factor authentication (2FA), you must type a value in the Email field.

Identity provider: Select an identity provider configuration.

Note: If organization security is enabled, the available values depend on what you select in the Organization list. The list contains only identity provider configurations that are assigned to the organization. If organization security is enabled but no organization is selected, or no identity provider configurations are assigned to the organization, the list contains the portal default identity provider configuration. If there is no configuration assigned to the selected organization and there is no portal default identity provider configuration, the list is empty.

User name: Type the name the user will use to log in to the application.

Password: If an Identity provider other than Ringtail or Active Directory is selected, the Password field is disabled.

On the Settings page, type or select the following:

License this user: Select to license the user. Unlicensed users are unable to access the application. The check box always appears and is selected by default.

Note: System administrators and portal administrators can have only one license. Portal users can have up to 10 licenses.

Add user to Active Directory: Adds the user to Active Directory and into the organizational unit and case group selected on the Active Directory Settings page.

Note: You will only see the Add user to Active Directory option if Identity provider is set to Active Directory on the Account page.

The user name and password typed in this dialog box become the credentials for the user in both Ringtail and Active Directory.

Note: If you entered an email address and company, this information automatically populates in Active Directory.

Manage restricted user assignment: System administrators can configure restricted user assignments to help prevent conflicts of interest in the organization. System administrators can assign the management of restricted user assignments to portal administrators, who can assign the management to other portal administrators. To assign this right to a portal administrator, select the check box. The portal administrator can then designate a case as a restricted user assignment case. For more information, see Edit case properties.

Note: You will not see Manage restricted user assignment unless you select Portal Administrator for the Category on the Account page.

User must change password at next login: Select the check box to force a password reset the next time the user logs in. The check box only appears if Identity provider is set to Ringtail or Active Directory on the Account page. The check box is selected by default.

Click Finish.

If a message appears on the Account page, do the following:

This user was previously deleted. Reinstate this user: The user previously existed and was deleted. To reinstate the user:

Click the Reinstate this user link.

In the Reinstate deleted user dialog box, make sure that the user is selected and then click Yes.

This user name has been used. Increment user name: The user name is currently in use. Application user names must be unique.

Click the Increment user name link to automatically add a numerical increment to the user name. For example, JoanUser becomes JoanUser1.

Import users

Administrators can import users from an Active Directory domain or from a file. If importing from a file, you have the option to add the users to Active Directory.

Imported users appear on the Users page. The application creates a profile page and assigns a license to each imported user. If there are more users for import than available licenses, the users are still imported but are unlicensed. A warning message appears to indicate specific licensing and user information. Only licensed users can access the application. For more information about licensing, see Manage licenses.

Import users by domain

If your portal is configured to use Windows authentication, you can import users into the application from Active Directory. Only Active Directory users not currently in the application are eligible for import. The application also creates a report detailing the changes made to each user.

Portal administrators can import users from Active Directory, but the system administrator designates only one Active Directory organizational unit to which portal administrators have access.

You must configure the Active Directory settings in the application before importing users by domain. For information, see Work with Active Directory.

To import users by domain:

On the Portal Home page, under Portal Management, click User Administration.

On the Users page, click Import.

Make sure that the Domain option is selected.

Note: You will not see the Domain option if your portal is configured to use Ringtail authentication.

Select one or more sources from which to import users.

Organizational Unit: Import from a list of all eligible users in an organizational unit.

Group: Import from a list of all eligible users in an Active Directory case group.

Search for user name: Search for eligible users by name, user name, or display name. If an organizational unit or group is not selected, this option searches the entire Active Directory for eligible users.

Select the Organization to assign the users to. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Nuix Discover, see Organizations. For a summary of how organization security affects portal access for each user category, see Portal security table.

Identity provider configurations are available in the Identity provider list. To understand the available options in this list, see the Identity provider list description in Create new users.

Click Next.

Select users to import and then click Next.

Under Portal user category, select the portal user category for each user. A user can be a system administrator, portal administrator, or Portal user on the portal.

For more information about user categories, see Work with User Administration.

Click Next.

To optionally assign the users to cases and change their case user categories, do the following:

Select cases. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Nuix Discover, see Organizations. For a summary of how organization security affects portal access for each user category, see Portal security table.

Under Case user category, select a new category. A user can be an administrator, group leader, or group member in a case. For more information about case user categories, see Work with User Administration.

Note: The Case user category applies to all selected users for each selected case. You can change an individual user's case user category on the Cases page in User Administration. For information, see Manage a user's cases.

Click Next.

Do one of the following:

If you did not select cases or do not want to add users to an existing case group, click Next.

If you selected cases and want to add the users to an existing case group, under Case group, select the case group and then click Next.

A summary of the selected actions appears.

Click Finish.

Open or save the report.

Caution: The report contains sensitive information, including user passwords.

Import users by file

You can import users using an .xls, .xlsx, or .csv file. The file should contain information in columns, in the following order: First name, Last name, User name, Email, and Company.  Email and Company are optional. You can download a template that contains the required column labels. Optionally, you can add imported users to Active Directory. Portal administrators can import only to the organizational unit selected by the system administrator.

The application creates a report detailing the changes made to each user.

To import users by file:

On the Portal Home page, under Portal Management, click User Administration.

On the Users page, click Import.

On the Import Source page of the Import users window, select the File option.

To download the template and create an import file, do the following:

Click Download template.

Open or save the template.

Complete the user information for the users you want to import.

Save the file to your computer.

In the File source box, click Browse and select the file from your computer.

To add the users to Active Directory, make sure that the Add user to Active Directory check box is selected.

Note: You will not see the Add user to Active Directory option if your portal is configured to use Ringtail authentication.

Select the Organization to assign the users to. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Nuix Discover, see Organizations. For a summary of how organization security affects portal access for each user category, see Portal security table.

Identity provider configurations are available in the Identity provider list. To understand the available options in this list, see the Identity provider list description in  Create_new_users.

Click Next.

Select users, and then click Next. 

Under User category, select the portal user category for each user. A user can be a system administrator, portal administrator, or portal user on the portal.

For more information about user categories, see Work with User Administration.

Click Next.

To optionally assign the users to cases, do the following:

Select cases. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Nuix Discover, see Organizations. For a summary of how organization security affects portal access for each user category, see Portal security table.

Under Case user category, select a case user category. A user can be an administrator, group leader, or group member in a case. For more information about case user categories, see Work with User Administration.

Note: The Case user category applies to all selected users for each selected case. You can change an individual user's case user category on the Cases page in User Administration. For information, see Manage a user's cases.

Click Next.

Do one of the following:

If you did not select cases or do not want to add users to an existing case group, click Next.

If you selected cases and want to add the users to an existing case group, under Case group, select the case group and then click Next.

A summary of the selected actions appears.

Click Finish to complete the import.

Open or save the report.

Caution: The report contains sensitive information, including user passwords.

Download a list of users

You can download the user information from the Users page. The application downloads the data to a spreadsheet (.csv file), which you can view and save in Microsoft Excel or a text editor. All users and all columns appear in the file.

To download and view a list of application users:

On the Portal Home page, under Portal Management, click User Administration.

On the Users page, click Download report.

In the Report type area, select from the following:

Summary: Includes the user information that appears on the Users page.

Users with case detail: Includes details about case assignments and user case restrictions.

Open or save the report.