Managing Workgroups as an Administrator

Some client accounts allow for an Admin to manage the workgroups where the users are located, adding and removing as needed.

What are Workgroups?

Think of a workgroup like a large folder where your documents are kept for signing.

Only users with access to a specific workgroup will be able to see the documents created there.

Every account starts with a minimum of two workgroups:

• Corporate Administrator - this group is used for management of the account, and as an area for Admin users to access all transactions for easy troubleshooting, downloading, etc.
• SDD or Account - this group is the default where most users are going to have access to create documents for signature.
  • In MyDox accounts, it is often called SDD, and in eNotaryDox it is often called Account.
  • Notaries may also have workgroups named after the States where they are located, if their company has users in different locations.

How do I access these Admin controls?

If your client account has been setup to allow for workgroup management, then you will first need access to the workgroup called "Corporate Administrator" in order to make changes.

On the account Dashboard, you may have a Workgroup drop down menu which allows you to select which group you are currently logged into and viewing.

If you do have this menu, please select the "Corporate Administrator" group to proceed.

Once you are in this workgroup, you will need to go into the User Profile.

Click on the button at the top right in the shape of a person to open up the User Profile as an Admin.

The User Profile will automatically display your own information.

Now that you are logged into the Corporate Administrator workgroup, you should now have a button at the top right which says "Account Administration" to access additional features.

The Account Administration Overview screen will list details about your client account.

How to Edit Workgroups as an Admin

Scroll down to the second to last section on the Account Administration screen.

First, click on the "Workgroup Admin" button.

You will be brought to a screen where all of the current workgroups for your company are listed.

At the top of the screen, it will display the following information:

• Company / Client ID - This is an internal name for the account, which is unique and used in places such as reporting, and login links, for example.
• Company / Corporate Name - This is the display name on the account, which is used in emails sent to signers, and on the Dashboard
• Maximum Number of Workgroups - this is how many groups your company account can have
• Current Number of Users - this is how groups your company account has at the moment

This screen will display all groups in a table, including details such as:

• Ref ID - this is simply a numbering system to tell groups apart
• Name - what the group is called, this value cannot be edited once created
• Only View My Document Sets - this setting, controlled by the admin, allows for users within that particular workgroup to either see only their own documents, or see all documents created by all users in the same workgroup (but not within other groups)
• Only View My Templates - the same as above, except in regards to seeing only their own templates or see all templates created by all users in the same workgroup (but not within other groups)
• Total Members - how many users are in a particular group

In this screenshot of an Example account, you can see there are two workgroups, which are the defaults: Corp Admin and SDD.

Next to each group is a Gear Icon button that can be used to adjust the settings for the groups.

The Corporate Administrator workgroup settings cannot be edited, as this group will always be able to view all transactions and all templates.

The users within each group can be adjusted as needed:

• Add new users by entering their UserID and clicking the "Find UserID" button
• The box will be checked next to the found user's name, so you can click "Update" to add them
• Uncheck the box next to someone's name and click "Update" to remove them from the group

Create New Workgroups

Toward the bottom of the screen is a "Add New Workgroup" button.

This button will go away, once the maximum number of workgroups has been reached.

A screen will come up for you to enter the new Workgroup Information.

Many clients will add groups for various departments within the company, so that related documents can be kept together, separated from unrelated documents.

In this example, we will add a workgroup called "Human Resources" to the account.

This new example workgroup will be given the following settings:

• Checked: Only View My Document Sets - this means the users in the HR group will not see each other's documents, to keep things more secure.
• Unchecked: Only View My Templates - this means the users in the HR group will be able to see templates created by one another in the group, so that they can all work from the same documents for consistency.

Existing users from the account can then be added to the group by entering their UserIDs.

Click the "Add" button on the screen to create the workgroup and place the indicated users into it.

We recommend keeping the Name of workgroups as simple as possible, just a word or two should be enough in most situations, and you can abbreviate where necessary.

• For example: you could name the group "HR" instead of "Department of Human Resources"

You cannot include numbers at the start of the workgroup Name, and we highly recommend using only Letters, again to keep it simple and easy to understand.

Users who are added into new workgroups that they did not previously have access to will receive an email containing a new login link to that particular group.