Users are monitored in their VDR access on a group basis. Managing users involves adding users to and removing them from monitored groups. A user’s eligibility to become a member of monitored group is based on the domains defined to the group. These domains, and the VDRs to be monitored, are defined when the Intralinks administrator creates the monitored group.
In general, the Access Gatekeeper and Intralinks administrator can add users to a monitored group. However, the Intralinks administrator has broader privileges in performing this function.
The following table shows how the ability to manage users differs by role.
| CDC Monitored Group? | Task | Access Gatekeeper | Intralinks administration |
| No |
Add user? Add user from Remove user? |
Yes No Yes |
Yes Yes Yes |
| Yes |
Add user from Remove user? |
No No |
Yes No |
A CDC-monitored group is a group that has been defined with complete domain coverage (CDC). All users whose email addresses match the defined domains are automatically added to the monitored group. As new users with the same domains are added to the Intralinks global user directory, their names are also automatically added to the monitored group.
Notice that only the Intralinks administrator is permitted to add users from other domains to a monitored group for which complete domain coverage (CDC) is enabled. However, neither the Intralinks administrator nor the Access Gatekeeper can remove users from a CDC-monitored group.
This article explains how to add users to a non-CDC monitored group and remove them from the group.
How to add users to a non-CDC monitored group
Add users to a monitored group
- Display the update default for users in monitored group screen and click the add users to this group command. For information about accessing this screen, see Managing compliance settings.
- Enter the email address of the user you want to add to the monitored group and click go.
If the user is not found, fill in all of the fields and click go. The user’s name appears in the available pane. - Highlight the user’s name in the available pane, and click the select> button to move the user’s name to the selected pane.
- Repeat the previous two steps to continue to add users to the monitored group.
- If you want to apply default VDR access settings to these users, click the check box at the bottom of the selected pane.
- When you have finished adding the users, click the save command.
The monitored group report screen is displayed. Clicking cancel also returns display to this screen. For information about using this screen, see Managing compliance settings.
Note: If you attempt to add a user on a domain other than the domains defined for the monitored group, the following message will appear:
The message indicates that you can add users to this group only on the defined domains and recommends that you contact Intralinks to add users on other domains. The Intralinks administrator adds you as Access Gatekeeper to this group.
Note: If you attempt to add a user who is a member of another Access Gatekeeping monitored group, the following message is displayed:
The message states the name and organization of the user. If you want to remove users from the monitored group of which they are already members, contact Intralinks.
Also, if you inadvertently attempt to add a user to a monitored group who is already a member of the same group, this action will not be completed and no message will be displayed.
Removing users from a monitored group
You can remove users from a monitored group on the update defaults for users in monitored group screen, described in Managing compliance settings. Select the user and click the remove command on this screen.
How to view a list of monitored workspaces and VDRs
The workspace list screen allows you to view a list of all Intralinks Platform VDRs that include members of the selected business group. The screen includes all active VDRs in the active, hold and preparation phases. You can filter the list by VDR name, host and phase.
To display the VDR list screen, click the workspace list link on the monitored group report screen.
Only VDRs in which the users are monitored are included on the VDR List screen.
How to manage access for monitored users
You can manage which workspaces monitored users have access to.
- From VDRPro, click Switch to IL5 View at the bottom right of the screen.
- Click Update User in upper left.
- Select the user whose workspace access needs to be adjusted. A list of the workspaces that the user does not have access to is displayed.
- Uncheck the box for the workspace for which you want to give access.
- Click Save.