When your Onna site is ready, you can add new users and invite other people in your organization to start using Onna.
You can manage users from the User management section, available in the nav bar when you’re an admin. Managing users includes editing their roles and permissions, managing user groups, or locking users.
When you add users to Onna, they receive an email with an invite to activate their user account.
The activation link in the invite lasts 24 hours. After that, you must add the user again to trigger a new invite.
To add users:
1. In the User Management section, select .
2. In the Add users section, enter the emails of the users you want to add, then select Invite to Onna.
The user is added and receives an invite email that they can use to activate their account within 24 hours.
The default role assigned to users in your organization (same email domain) is Member. The default role assigned to users outside your organization (different email domain) is Guest. You can change their role from the User management section later.
Update user role
You can update the role of your users when the scope of their collaboration changes.
For a list of the available roles, see Roles and permissions.
To update a user’s role:
1. In the User Management section, locate the user you want to updated the role for.
2. In the ROLE column, open the drop-down menu and select the new role.
The role is updated and the user can enjoy their new permissions.
You can also assign special permissions to users from the SPECIAL PERMISSION column. For more information, see Special permissions.
You can remove a user when they’re no longer collaborating with your organization.
Removing a user deletes all their data. Once their data is deleted, it won’t be possible for us to recover it. If you want to keep their data, consider locking the user instead of deleting them.
To remove a user:
1. In the User Management section, place your cursor on the user you want to remove, then select X.
2. In the deletion dialog, select the delete button.
The user is removed and all their data is deleted.
Locking a user is a good alternative to removing them when you want to prevent their access to the platform but you want to keep their data.
To lock a user:
1. In the User Management section, place your cursor on the user you want to lock, then select the lock button.
The user is locked and the lock icon becomes red to indicate they’re locked.
You can unlock a user when you want to restore their ability to access the platform. To unlock a user, select the red lock icon next to them.
Roles and permissions
The user roles described in this article are available for Onna Enterprise users and sign-up users. These are available through the admin dashboard for Onna Enterprise users and through the 'Manage Members' menu section for sign-up users.
Apart from the role each user has at a platform level, core elements like workspaces and sources have their own set of permissions. The ability of each user to see the data contained in them is determined by their element-specific permission, not by their platform-level role.
Onna has three types of users available:
Same as Admin, plus:
|There can be only one account holder. If you want to transfer this role, contact our support team.|
||Default role assigned to new users within your organization.|
||Default role assigned to new users outside your organization.|
You can assign special permissions to users. Special permissions grant access to additional features or the ability to perform some tasks.
You can define special permissions for each user in the User management section.
Here’s the list of available permissions:
|Audit logs||See the Audit logs section in the platform and use the feature.|
Ability to create preservations. Users still see the Preservations section in the platform even when this permission is not granted. For more info, see Preservation in Onna.
Requires the preservation feature to be enabled.
|Manage custom fields||
See the Custom fields section in the platform and manage custom fields for workspaces, sources, and files. For more info, see Adding custom fields.
Requires the custom fields feature to be enabled.
See the Group management section in the platform and ability to manage user groups.
This permission gives the user visibility over the entire list of users in the platform.
Admins don’t see the Group management section because they have access to the entire User management feature.