Managing Users

The Managing Users page is where administrators create, edit, and remove user accounts and everything attached to them — names, credentials, department and group membership, home folder, default billing code, and account expiry. A single account can hold several credentials of each type, so one person is recognised whether they sign in with a login, tap a card, or enter a PIN.

How Accounts and Credentials Work

An OptimiDoc account separates identity (name, department) from the credentials used to authenticate. Each account can carry multiple values of each credential type:

• Login — one or more login names for the web interface and Windows sign-in.

• Email — one or more addresses, used for scan-to-email, notifications, and delivering PINs and passwords.

• PIN — one or more numeric codes for authenticating at an MFP panel.

• Card — one or more contactless card numbers for tap-to-authenticate.

Login, PIN, and card values must be unique across all users, so the system can identify a person unambiguously from a single credential. Permissions themselves are not set here — they come from the user's groups (see Groups).

Viewing the User List

1. In the left sidebar, click Users.

2. The user list displays all accounts in a sortable, paginated data grid.

Use the search bar at the top to filter by name, username, or e-mail; results update as you type. Searching and paging happen on the server, so the list stays responsive with very large user bases.

Adding a New User

1. Click Add User in the page header.

2. Complete the dialog, which is organised into the sections below.

Basic Information

Credentials

Login, Email, PIN, and Card are multi-value — click Add beneath a field to enter more than one value of that type. Empty entries are ignored, and duplicate values within the same field are removed automatically on save.

Because login, PIN, and card values must be unique system-wide, saving a user whose login, PIN, or card clashes with another account is rejected with an error explaining the conflict.

Additional Settings

Groups

Use the Search and add group field to assign the user to one or more groups; the picker searches groups on the server. The built-in Everyone group is not listed here — every user belongs to it automatically. Selected groups appear as badges; click a badge's X to remove it.

3. Click Create to save the new account.

Editing a User

1. In the user list, open the three-dot menu on the user's row and select Edit.

2. The dialog opens pre-populated with the user's details.

Two behaviours differ from creation:

• The primary login is read-only — it cannot be changed once the account exists, though you can still add or remove additional logins.

• The Password field is blank. Enter a value only to change the password; leaving it blank keeps the current one.

3. Click Save to apply changes.

User Actions

The three-dot menu on each row offers:

Access Rights Summary

The Access Rights dialog shows the permissions a user effectively has, resolved across all their groups:

• Web Interface — the effective role (User, Department Manager, Manager, Admin, or Local Admin).

• Member of Groups — the groups the user belongs to.

• Operations — Copying, Printing, Scanning, and Colour, each shown as Allowed or Denied.

• Available Scan Flows, Available Connectors, and Available Projects — the resources the user can use, where any are granted.

Deleting a User

1. Open the three-dot menu and select Delete.

2. Confirm in the dialog showing the username.

A few points on deletion:

• The built-in administrator (user ID 1) cannot be deleted — it has no delete action and its checkbox cannot be selected, so there is always at least one administrator.

• Deleted accounts are excluded from user and group member counts.

• A user removed here who still exists in a connected directory is recreated on the next synchronisation, so manage directory-sourced accounts in the directory rather than deleting them here.

Selecting Multiple Users

Each row has a checkbox for bulk actions:

• Tick individual rows, or use the header checkbox to select all rows on the current page.

• When rows are selected, a Delete button showing the count appears in the page header; click it to bulk-delete after confirmation.

• The built-in administrator's checkbox is always disabled and cannot be included.

In Summary

• An account holds identity plus multiple credentials (login, e-mail, PIN, card); login, PIN, and card are unique system-wide.

• Permissions come from groups; use Access Rights to see a user's effective role and resources.

• Default Billing Code is filtered by the user's groups and stored by code.

• The built-in administrator cannot be deleted, and directory-sourced users reappear on the next sync.

Related articles

• Departments

• Groups

• Mass Operations

• Active Directory Import

• My Account