To manage the security of your business information, users and groups of users can be secured to databases, Inboxes, Archives, and Searches. Licenses can be allocated as needed between users.

The User & Group Administration interface is where permissions are set for users and groups or users by members of the ssAdmin group. The interface allows you to select single or multiple users and/or groups of users, and to select single or multiple security components.

Use the User & Groups panel to select one or more users and to create new Square 9 Users. Use the Security Components panel in the center to select the objects to which permissions will be granted for the selected users and groups. The selected objects could be individual or multiple Databases, Archives, or Searches. Use the Object Permissions panel, on the right, to set the permissions on the objects selected from the Security Components panel for the users and groups selected in the Users & Groups panel. The panels are context-sensitive, varying as selections are made from panels to the left of the panel. Finally, use the Confirm Changes button to apply your settings for the select user or users.

Introduction to User Management

User Administration Tour

If you are not familiar with the User & Group Administration interface you can take a guided tour. The first time the GlobalSearch User & Group Administration screen is accessed, a tour of the interface automatically launches.

1. To assess the User & Group Administration interface, from the GlobalSearch toolbar, select Administration, and then do one of the following:
   
   
   1. Select Users Management.
      
      
   2. In the vertical Administration menu, select Users & Security and click Go.
      
      
2. To launch a guided tour of the features, do one of the following:
   
   
   1. Launch User & Group Administration in GlobalSearch for the first time and the tour automatically begins.
      
      
   2. Click the Information ( I ) icon, which appears on the GlobalSearch toolbar when in User & Group Administration.
      
      
3. Click Next at each screen to continue the tour or click Skip to skip it.

User & Group Administration Help

Each pane in the User & Group Administration screen includes helpful information about that panel. Click the Help ( ? ) icon for the selected panel.

Manage Users and Groups

Manage Secured Users and Groups

The Secured Users and Groups panel displays a list of all Windows Active Directory users and groups and all Square 9 Users who have been granted access to one or more databases. The icon to the left indicates either a User () or a Group of users (). The icon to the right indicates either a Windows user () or a Square 9 User ().

1. To secure a user or group, from the GlobalSearch toolbar, go to the User & Group Administration interface using one of the following methods:
   
   
   1. In the Administration menu, select User Management.
      
      
   2. In the Administration menu, in the vertical Administration menu, select Users & Security.
      
      
2. Select one or more user or group from the list in the Unsecured Users and Groups section.
   
   
3. Enable or disable permissions as necessary (see steps below for details).
   
   
4. In the Confirm Changes panel, click Apply Security.
   The selected user or group will be moved to the list in the Secured Users and Groups section.
   
   Remember to unselect users after you apply your settings, otherwise use might accidently change their security settings the next time hit click Apply Security.

Manage Unsecured Users and Groups

Unsecured Users and Groups displays a list of all Windows users and groups and all Square 9 Users that are available to grant access to one or more databases.

1. To return a secured user or group permissions to unsecured, in the Administration menu, select User Management.
2. Select one or more user or group from the list in the Secured Users and Groups group.
3. Disable all permissions.
4. In the Confirm Changes panel, click Apply Security.
5. To add new users or groups to the list, add the user or users to the Windows authentication pool or create Square 9 Users.

Manage Square 9 User Administration

In addition to Windows Active Directory users and groups, in the GlobalSearch web client you can create users which are local to the application, requiring no Windows credentials or Windows authentication. This allows you to grant external users with no server or Active Directory account, such as vendors or customers, access to the web and/or desktop client.

Active Directory Users versus Square 9 Users

Create Square 9 Users

1. To create a Square 9 User, in the Users & Groups panel, in the Square 9 User Administration section, click the Add (plus sign) button.
2. Enter a username.
3. Enter a password and then confirm the password.

• The Square 9 User password must be six to 18 characters in length. There is no forced complexity, but it is always recommended. Square 9 Users can change their own password via the User Settings.
• For security control, Square 9 User usernames cannot be changes once created.

1. Click Save.

Modify Square 9 Users

1. To change a Square 9 User’s password, select a user from the Secured Users & Groups list, and in the Square 9 Users Administration section, enter the new password and then confirm it.
2. To add or modify a user email address, enter the address in the Update Email text box.

• Add an email address to a Square 9 User in order for them to utilize the GlobalAction Allow Delegation feature. Refer to the GlobalAction Guide [MN13] for details on setting email notifications in GlobalAction.

1. Click Save.

Square 9 User Modification or Deletion

Delete Square 9 Users in the Web Client

1. To delete a Square 9 User, the user must first be unsecured from all databases. Remove permissions and move the user from Secured Users & Groups list, if necessary.
2. Click to select a user or users from the Unsecured Users & Groups list, and in the Square 9 Users Administration section, click Delete Users.
3. Click OK to confirm the deletion.