Product: Intralinks Designer
Applies to: Managers and publishers
Using Intralinks Designer, you can add, remove and make changes to users and groups as you stage your VDRs, then upload those changes to the Intralinks primary service.
In addition, information about users and groups can be imported and exported to Excel spreadsheets and text files in CSV (comma-separated values) format, enabling you to synchronize information between Intralinks and another “system of record,” such as Microsoft Outlook. You can use the import process to add and remove users’ records, as well as synchronize them with other systems.
You also can update user information across multiple VDRs.
I want to
- Add users
- Add groups
- Update custom field values for groups
Steps
Adding a single user
Use the following procedure to add a single user to your VDR. If you plan to add many users and their information is available in a Microsoft Excel spreadsheet or a comma-separated values (CSV) file, consider importing their information instead.
- Select the Users and Groups tab.
- Click the New User button on the The Add User screen appears.
- Enter the user’s email address and click Search. If the person was previously invited to join an Intralinks VDR, his or her name, phone number and organization are displayed.
If the person has never been invited to an Intralinks VDR, the fields remain blank and must be entered manually.
- Select the user’s role in the VDR. For more information about roles, see VDRPro roles.
- Select a language for the user. When the user logs in, Intralinks will be displayed in the language that you selected here.
- If the person will be a key contact for the VDR, mark the Key contact option. Only users with a manager role or the Publisher Plus or Reviewer Plus role can be a key contact.
- (Optional.) Add the person to one or more user groups. Note that all users other than managers must be assigned to a group to view documents in the VDR. Also note that users can belong to only one buyer group or collaboration group.
To add a user to a group, highlight the group in the Available groups list and click the arrow key to move it to the Assigned groups list.
- If you wish to add information for another user, click Add & continue. If you have finished entering information for users, click Add & close.
Adding a group
- Select the Users & Groups tab.
- Click the New Group button on the toolbar. The Add Group screen appears.
- Enter a name for the group.
- Select the group Depending upon how your VDR is set up, the following types may be available:
- Exchange groups — Exchange groups are perhaps the most flexible type of user group for VDR management purposes; these groups are used solely to speed permissioning for documents and comments. Users can be added and removed from these groups at any time, can have any role and can belong to more than one organization. Users can be included in any number of exchange groups. These groups are purely a management tool; members don’t gain any rights or responsibilities by being a member of the group.
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Collaboration groups — This type of group is available only if the collaboration group VDR setting is marked (on). Collaboration groups can include members with any kind of role; all the members of the group can see one another regardless of their roles.
If Intralinks’ Q&A function is being used in your VDR, you can use collaboration groups for subject matter experts to whom questions can be delegated.
Important! All members of collaboration groups, including those with the role of Hidden Manager Plus, are visible to one another, regardless of their roles. If a user with the role of Hidden Manager Plus is added to a collaboration group, that person is visible to all the other members of the group.
- Buyer groups — This type of group is available only if the buyer group and collaboration group VDR settings are marked (on). Buyer groups can include only reviewers and previewers. All the members of each group are visible to one another. For this reason, be sure not to mix users from different organizations in a single buyer group. If Intralinks’ Q&A function is being used in your VDR, buyer group members can propose, comment on and submit questions to be answered.
For more information about groups, refer to User Groups.
If you want to add a note describing the group, do so. This will appear in on the group’s Properties screen.
- (Optional.) Indicate whether a folder that will be used to store documents that are submitted by members of the group using a document submission business process, or that are identified as being owned by the group:
- None — Documents will be published to the folder specified in the business process configuration.
- Use the folder I select below — Click Browse to select the folder that will be used for this group.
- Create a new folder within the folder I select below based on the group name — Click Browse to select the folder that will contain this group’s folder. A new folder will be created within the selected folder; the new folder will be given the name of the group that it is associated with.
These fields are optional; if you do not plan to use document submission business processes or allow groups to own documents, you can skip these fields.
- To add information for another group, click Add & continue. If you have finished entering information for groups, click Add & close.
Updating custom field values for groups
- Select the Users & Groups tab.
- Highlight the group whose custom fields you want to update. To update custom fields for multiple groups, press the SHIFT or CTRL key while clicking on the names of the groups that you want to select from the groups list on the left side of the screen.
- Right-click on the selected group(s). From the menu that appears, select Edit Custom Field Values. The Edit Custom Fields screen appears.
- Make your changes to the custom field values.
- Click Save.