Create User

Users can be created or imported manually. In addition to imported users, there can also be manually created users.

To find out what data is stored about a user and how it is used, visit Storage of User-Related Data.

To open the web administration, enter http://<hostname>/webadmin in the web browser (where hostname corresponds to the server on which IQ4docs WebAdmin was installed). In a client environment, enter the URL that you received from the client administrator (for example, http://server/webadmin/#/cf992178-4bd6-431c-b815-b9d734d0ded3). If you are not already logged in, log in with a user that has administrator rights (login and password) or as the IQ4docs system administrator (administrator with password admin by default).

If the users exist in a directory service, they should be imported, see LDAP Import.

To create a user manually, proceed as follows.

In the web administration, click Users > User List in the menu.

To create a user click the Create User button. You will automatically be taken to the detailed view of the user.

The detail dialog appears when you create a user manually or when you click the Edit icon in the list view of users.

Some of the user data are available as variables, see Variables.

Field Description
Name Enter the name of the user here. It can be any name, but should be meaningful (e.g. first and last name).
E-mail Enter the e-mail address of the user here. This address will be used for sending system messages or also for functions such as scanning to one’s own e-mail address, for example. It is not mandatory, but strongly recommended (if it is not specified, functions that require the user's e-mail address are automatically hidden).
Personal folder Here you specify the directory in which the scan files or files from a user's document processing are to be stored (if it is not specified, functions that require the user's personal folder are automatically hidden). For the personal folder, make sure that the service responsible for image processing (ImageService) has access to this path. If a network path is to be used, the IQ4docs ImageService must run under a login account that is allowed to access this directory, see also Change System User.
Personal Identifier For imported users, the personal identifier is automatically entered during the import run - this allows the import to uniquely identify the data record during a new import run. This field remains empty if a user is created manually.
Department Here you can select the department to which a user should be assigned. Select the department from the drop-down list that contains all available departments.
Keywords Users can have keywords by which they can be found in the list view or their cost center usage can be controlled (see Cost center details) or their access to workflows can be defined (see Exclude users using keywords). Some keywords are set automatically via the import (e.g. group memberships or cost center keywords). These can be manually supplemented with additional keywords at any time. To do this, enter any term and press Enter (keyword is highlighted).
Administrative identifier The administrative identifier determines whether or not an administrator can see this data record. Administrators can be restricted to viewing specific administrative identifiers. If the term in this field matches an administrative identifier of the administrator, the administrator can see the data record, but otherwise cannot, see also Role Management.
Language Setting the language. The user can change this setting in the WebClient or on the device (country codes: de=German, en=English, es=Spanish, fr=French, it=Italian, ja=Japanese, zh=Chinese).
Field Description
Password You can specify a password for a user here. The password makes it possible to log in to WebClient or the Embedded Client and can also be used to log in to WebAdmin when roles are used. The password is not displayed. If no password has been assigned yet, the field displays No password set, if one has already been assigned, the field displays Password not shown.
Pin code Here you can define a pin code for a user. The pin code has to be unique. It can be used for login on the Embedded Client and also in the WebClient.
Pin codes can be assigned in many different ways, please refer to the further information under Using Pin Codes.
Access cards The Access Cards area displays all access cards assigned to the user. One user can have several access cards, but two users may not have the same card. The maximum number of access cards can be restricted, see Set number of registrable cards per user.
In the drop-down area, you can add, activate/deactivate or delete an entry. You can also specify a date on which the validity expires (usage is then no longer possible).
Logins All logins assigned to the user are displayed in this area. Logins are the usernames by which a user can be identified in the system. For example, a print job can be assigned to a user via a login. A user can also log in to a device using their login. For example, the login can be the login name of the Windows user which the user employs to log in to his computer. If a user needs several logins, several can be assigned. However, one login cannot be assigned to several users (otherwise it is not possible to assign a print).
In the drop-down area, you can add, activate/deactivate or delete an entry. You can also specify a date on which the validity expires (usage is then no longer possible).

The following settings (except for e-mail addresses for e-mail printing) can be made in the WebClient by users themselves (if not restricted by user rights), see Device overview.

Field Description
Standard print method Select the default printing method for a user here. When Direct Print is selected, the print is immediately sent to the device that is selected as the default direct printer (if no default direct printer is specified, the print job is saved as a print@me print job). Independently of this setting, the setting can also be entered on a separator page, see Separator page.
Activate delegated print This option enables delegated printing. When this option is enabled, the print job is automatically forwarded to another user. This user must be set in the User field. Search for the user by typing in a search term. The user can also manage these settings in the WebClient, see Setting delegated print.
E-mail addresses for e-mail printing and document processing When printing by e-mail, a print job is assigned to a user based on the sender e-mail address of the received e-mail. This address can be the general e-mail address of the user or one of the e-mail addresses registered for the user. Users can also maintain these e-mail addresses in the WebClient themselves, see Addresses for e-mail printing and document processing.
Direct printer This area shows all devices that are assigned to a user as direct printers.
In the drop-down area, you can add a device (you can search for it using the search field in front of the button), remove a device (this will not delete the device), and set a device as the default. It is also possible that no default printer is currently assigned to the user (to do so, click again on the printer selected as the default). Direct printing is then not possible. A direct print can only be output if the device can meet the requirements of the print job.

A user can be deactivated or their validity can be limited (when the validity expires, the user is automatically deleted)

Field Description
User active This option makes it possible to enable or disable a user. A disabled user cannot log in to a device or print.
Type of validity limit Specify whether the validity of the user should be limited:
  • No limit
  • Fixed date
  • Limit validity in days from last login
  • Limit validity in months from last login

After a validity limit has expired, the user will immediately no longer be able to log in to the system. The user is automatically deleted during a later test run (this is carried out when a service is started, for example).
Validity period from last login This field appears if a validity in days or months was selected for the Type of validity limit. Depending on the type of validity limit, enter the number of days or months that may pass after the user's last login before the user can no longer log in and is then deleted (field Valid until is set automatically when the user logs in to the system).
Valid Until This field appears if Fixed date was selected for the Type of validity limit. After the time specified in this field, the validity of the user expires (the user can no longer log in). The time can be set manually or calculated automatically by the system (and then changed manually if necessary) for the Fixed date validity limit.
Field Description
Print in color The user is able to print in color.
Copy in color The user is able to copy in color.
Edit direct printer favorites yourself The user can choose their own direct printer favorites in the WebClient, see Select favorites and direct printer.
Change system settings on device If a user logs in to the device via the Embedded Client and this right is available, the user has administrative rights on the device (e.g. to make system settings on the device). The right is interpreted differently for each manufacturer/device, e.g. for Toshiba/OKI devices, when this right is set, all other rights are also set.
Use own address book The user has the possibility to maintain their own address book via the WebClient and use the entries on the device, see My address book. Without this right, the My Address Book area is not visible in the WebClient.
Create own workflows The user is permitted to derive and save a new workflow from an existing workflow on the device. Without this right the button is not visible.
Set workflow as favorite The user is allowed to mark a workflow on the device as a favorite. Without this right the button is not visible.
Use device function The user is allowed to leave the Embedded Client via the Copy menu > Device Function and use the device functions (menu of the device). Without this right the button is grayed out.
Show recent workflows The user can call up recently executed workflows on the device from the Last Used area. Without this right, this area is empty.
Save Changes To Device The user is allowed to save changes to the settings (e.g. language) permanently. Without this right, for example, the language can be changed temporarily, but after logging out, it is automatically reset to the default language.
See WebClient area "My scan jobs" The user can view the Scan Jobs area in the WebClient (see My Scan Jobs). Scans with the My Web scan destination are displayed here (see also Scan destination My Web module).
See WebClient area "My Tasks" The user can view the My Tasks area in the WebClient (see My Tasks). The documents of a document review are displayed here (see also Document review).
See WebClient area "Device Overview" The user can see the Device Overview area in the WebClient (see Device overview). This page allows the setting of direct printers, among other things, and the printing method can be set (some functions must be authorized individually).
See WebClient area “Users" The user can see the Users area in the WebClient (see User). On this page, you can authorize other areas individually (manage Microsoft account data (OneDrive), request a new pin code, change your password, manage your E-MailPrint addresses).
See WebClient area “Account statement" The user can see the Account Statement area in the WebClient (see Account Statement).
See WebClient area "Process release" The user can see the Process Release area in the WebClient (see Process approval).
Manage Microsoft account credentials (OneDrive) The user can see the Microsoft Account Link (Office365/OneDrive etc.) area in the Users area and manage their account data (see User).
Generate new pin code The user can see the Generate New Pin Code area in the Users area and request a new pin code generated automatically by the system (see User).
Change password The user can see the Set New Password area in the Users area and change their password saved in IQ4docs (see User).
Manage own E-MailPrint addresses The user can see the Address For E-Mail Print area in the Users area and store further e-mail addresses relevant for e-mail print (see User and E-MailPrint).
Field Description
Roles Here, select the role that the user is to be given. With the assignment of a role, the user automatically becomes a IQ4docs administrator and can log in to the WebAdmin, see also Role Management.
Field Description
The import is allowed to update this data record This function allows an imported data record to be decoupled from the import. This means that the import will not modify the data record, even if the user's data in the import source have been modified.
Field Description
Document check User right to use document review, see Document review.

If you want to add a device on which the Embedded Client is installed or will be installed, the corresponding device license must be available.

In the web administration, click Devices > Device List in the menu. The list appears showing all devices that have already been added to the system manually or via the device search (see also Device List).

Note that it is possible to create users incompletely (e.g. without login) and that they are then not suitable for use with all functions IQ4docs.