Managing Users, Roles, and Special Permissions in Onna

Step 1: 

From the main menu select ‘User management’. 

Step 2: 

Once on the ‘User management’ page, click the ‘Add user’ icon        in the upper right corner of your screen.  

Step 3: 

Type in the email address of the user you want to add (a). You will see the email address populate below the User emails field. Then, click the blue ‘Invite to Onna’ button (b). 

The default role assigned to users added is Member. To change this role, see How to View and Manage Users. 

Viewing Users 

From the ‘User management’ page you will be able to view details about all of your users including:

a. Their Name

b. Their Account ID (typically their email address)

c. Their role in Onna

d. Any special permissions they have been assigned

e. Any user groups they are a part of

Change User Role

To modify a user’s role select the user you want to manage and in the ‘Role’ column click on their current role. From here a drop down will appear and you can select a new role for the user.

For a comprehensive list of access associated with each user role see User Roles and Special Permissions. 

Add or Remove Special Permissions

To add or remove special permissions select the user you want to manage and click in the ‘Special Permissions’. From here you will see a list of possible special permissions. Any item that is checked is special permission that the user has available to them. To add, simply put a check in the box. To remove, simply uncheck the box.  

For a comprehensive list of access associated with each user role see User Roles and Special Permissions. 

Add to User Groups: Step 1

To add a user to a user group, navigate to the ‘User Groups’ column and click ‘+ Add to group’

Add to User Groups: Step 2

From here a new window will appear where you will either select individual group(s) to add them to by putting a check in the box next to the group or click ‘Select all’ in the upper right corner of the screen to add the user to all existing user groups. 

Then, you will click the blue ‘Done’ button. 

Learn more about Creating and Managing User Groups. 

Lock a User:

From the ‘User management’ page navigate to the user you want to lock and click the ‘Lock’ icon to the right of the user’s row. You will then see a red lock appear indicating that the user is locked and no longer has access to Onna.  

Unlock a User: 

From the ‘User management’ page navigate to the user you want to unlock and click the red ‘Lock’ icon to the right of the user’s row. You will then see the red lock turn back into a gray lock indicating that the user is unlocked and once again has access to Onna. 

Step 1:

From the ‘User management’ page navigate to the user you want to remove and click the ‘Remove’ icon to the right of the user’s row.  

Step 2: 

You will now see a pop-up appear asking you to confirm that you want to permanently delete the user and all sources and data added by that user. To confirm and delete the user, click the red trash can icon. 

Role

Permissions

Additional Information

Admin

• Access to the Admin console
• Manage users
• Manage source settings
• Manage account settings
• Manage sources (based on permission)
• Manage workspaces (based on permission)
• Export data (based on permission)

Account Holder

Same as Admin, plus: 

• Manage billing info

There can be only one account holder. If you want to transfer this role, contact our support team.

Member

• Manage workspaces (based on permission)
• Manage sources (based on permission)
• Export data (based on permission)

Default role assigned to new internal users.

Guest

• View workspaces sources, or data that they were granted access to

• Default role assigned to new users outside your organization.
• Identity searching is not available for guest users. 

Permission

Capability

Audit logs

See the Audit logs section in the platform and use the feature.

Note: Admins have access to this without needing the special permission enabled.

Create preservation

Ability to create preservations. Users still see the Preservations section in the platform even when this permission is not granted, but will not be able to create a preservation. They can, however, view preservations that have been shared with them. For more info, see Preservation in Onna.

Note: The use of this special permission 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.

Note: The use of this special permission requires the custom fields feature to be enabled. Once enabled, admins have access to manage custom fields without needing special permission enabled. 

Manage Enterprise Sources

This permission allows authorized connections to be shared with an Onna member which enables the member user to add enterprise sources using the shared authorized connection. 

Learn more about Creating and Managing Authorized Connections and Getting Started with Sources

Manage Legal Holds

This special permission allows users with a non-admin role to manage matters in the Integrated Legal Holds feature including, editing matter details, adding custodians, holds and notifications.

Manage Groups

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.

Note: Admins have access to this without needing the special permission enabled and therefore, don’t see the ‘Group management’ section because they have access to the entire ‘User management’ feature.