Managing user types

Managing user types and permission levels allows you to control which sections users can access and which actions they can perform in ONLYOFFICE Apps. Once users are added to the workspace, admins can manage them: sort and filter the user list to easily find the necessary user, edit the user info, change user types (promote or demote users), resend invitations, disable active users, and remove disabled users from the workspace. Admins can also manage users within a certain room.

All workspace user accounts are listed in the Contacts section. To open the user list, click the icon next to your name in the lower left corner and select the Contacts option. The Members, Groups, and Guests tabs are available on the left.

The following user types are available in the workspace:

• Owner – the account the workspace belongs to. The owner has all the permissions listed below and is the only account that can assign another workspace owner.
• Full admin – manage the workspace: create/archive rooms, invite users, configure AI agents, assign lower roles. Full Files access.
• Room admin – manage assigned rooms, invite users, create/manage AI agents, assign lower roles. Full Files access.
• User – access only invited rooms, view AI agent results and shared chats. Cannot create rooms or AI agents. Full Files access.
• Guest – access invited rooms and shared files, create/edit documents if assigned that role, view shared AI agent results.

When managing users in the workspace, the available actions differ depending on the user type:

Section\User type	Owner	Full admin	Room admin	User	Guest
Contacts	✔	✔	✔	✖	✖
Inviting "Full admin"	✔	✖	✖	✖	✖
Inviting "Room admin"	✔	✔	✖	✖	✖
Inviting "User"	✔	✔	✔	✖	✖
Inviting "Guest"	✔	✔	✔	✖	✖
Promoting to "Full admin"	✔	✖	✖	✖	✖
Promoting to "Room admin"	✔	✔	✖	✖	✖
Promoting to "User"	✔	✔	✔	✖	✖
Demoting "Full admin" to "Room admin" or "User"	✔	✖	✖	✖	✖
Demoting "Room admin" to "User"	✔	✔	✖	✖	✖
Demoting "User" to "Guest"	✔	✔	✖	✖	✖
Disabling "Full admin"	✔	✖	✖	✖	✖
Disabling "Room admin"	✔	✔	✖	✖	✖
Disabling "User"	✔	✔	✖	✖	✖
Disabling "Guest"	✔	✔	✖	✖	✖
Editing or removing users	✔	✔	✖	✖	✖
Viewing own guest list	✔	✔	✔	✖	✖
Viewing someone else's guest list	✔	✔	✖	✖	✖

Operations in the Members and Guests lists

On the Contacts -> Members tab, admins can view, add and manage internal users.

On the Contacts -> Guests tab, room admins can view and manage their own guest list. The workspace owner and Full admins can also view and manage someone else's guest list.

Using the tools on the top toolbar, you can perform the following operations:

• Search for a user/guest name using the search bar at the top of the user/guest list.

• Filter the user list by group (Without group, Other), status (Active, Pending invite, Disabled), type (Full admin, Room admin, User), account (Paid, Free), account login type (SSO, LDAP, standard login), and storage quota, if enabled (Custom quota, Default quota), using the button. Select the necessary filter parameters and click Apply. To clear the filter, use the Clear all option if several parameters are selected or the cross icon if a single parameter is selected.

  The guest list can be filtered by inviter (Me, Other), status (Active, Pending invite, Disabled), account login type (SSO, LDAP, standard login).

  

• Sort users by name, type, group, email using the button. Click the arrow next to the selected parameter to change the sort order.

  Guests can be sorted by email, inviter, registration date.

• Use the icon to display or hide the Type, Group, Email, Storage / Quota columns in the user list (Compact view).

  The Email, Inviter, Registration date columns are available in the guest list.

Using the right-click menu or the icon next to the user/guest name, you can perform the following actions, which may vary depending on the account status:

• Invite again (For Pending accounts only) – to send an invitation to the workspace again.
• Info – to view the user/guest info. You can also use the icon in the upper right corner of the top toolbar.
• Room list – to view the rooms the user/guest is invited to (the filter by room member will be applied).
• Change email (For Active accounts only) – to specify a new email address.
• Change password (For Active accounts only) – to set a new password.
• Share guest (For Active Guest accounts only) – to copy a link for sharing the guest contact with other team members. See the Sharing guests section below.
• Reset authentication (For Active User accounts only) – to log out all active connections. This action is only available when two-factor authentication is enabled. It terminates all active sessions and resets the authenticator app configuration.
• Change type (For Active and Pending Guest accounts) – to promote the Guest type to User and move the User to the Members list.
• Disable (For Active and Pending accounts) – to disable the user/guest.
• Enable (For Disabled accounts only) – to re-enable the disabled user/guest.
• Delete user/guest (For Disabled accounts only) – to remove the disabled user/guest.
• Remove – to remove the guest from the Room admin guest list. This action is available only for the Room admin in the list of their guests. It does not block or remove the guest from the workspace.
• Change owner (For the Owner account only) – to assign another workspace owner.

Using the right-click menu in the Storage / Quota column next to the user name, you can perform the following actions:

• Change quota (if the default quota is enabled) – to set a custom quota per user.
• Set to default (if the default quota is enabled and changed) – to set a custom quota to the default value.
• Disable quota (if the default quota is enabled) – to disable the quota.

Resending invitations to the workspace

1. In the Contacts section, use the Members or Guests tab on the left.
2. Click the icon next to the user name or right-click one of the pending accounts in the list.
3. Select the Invite again option from the menu.

Changing user types

1. In the Contacts section, use the Members or Guests tab on the left.

2. Click the icon next to the user name.

3. Select the Change type option from the menu.

4. Select a different user type.

   note

   Guests can be promoted to Users, Room admins, or Full admins. Users can be promoted to Room admins or Full admins and demoted to Guests. Admins can be demoted to Users or Guests.

   When downgrading Users/Admins to Guests, the rooms are reassigned to another Admin right away. If the Files section contains shared files, they will be reassigned to the selected Admin in 30 days. The Files section will be available to the User demoted to Guest for 30 days only for viewing, downloading, and clearing the section. After this period, the Files section will no longer be available to the Guest. If the Guest decides to delete all documents, regular documents are deleted, shared ones are moved to the previously selected Admin.

Changing user/guest account statuses

1. In the Contacts section, use the Members or Guests tab on the left.
2. Click the icon next to the user/guest name.
3. Select Disable or Enable.

Removing users/guests from the workspace

To remove a disabled user/guest who did not create rooms or add documents to the room,

1. In the Contacts section, use the Members or Guests tab on the left.
2. Click the icon next to the disabled user/guest name.
3. Select the Delete user/guest option.
4. A confirmation window opens. Note that the personal data and all the files and folders in the Files and Trash sections of this user will be permanently deleted. Click Delete.

Sharing guests

Share guests with other team members by generating and sending a link.

1. In the Contacts section, use the Guests tab on the left.
2. Click the icon next to the guest name.
3. Select the Share guest option. The link will be copied.
4. Send the copied link to your team members. The link is valid for 7 days.

When your team members open the link, a page displays who is sharing the guest contact with them, as well as the name and the email address of the guest. They can click the Approve or Deny button. Once approved, the shared guest is added to the team member's Guests list in the Contacts section.

Reassigning data when deleting profiles

If you want to remove a disabled user/guest who created rooms or documents/folders in the room, rooms created by this user and documents stored in these rooms will be reassigned automatically to an admin performing the deletion. Reassign data manually to choose another destination user for reassignment.

note

Currently, the data reassignment option is only available for the users and guests with the Disabled status, and it is not possible to reassign the data that belongs to an active user/guest.

What happens to the data after reassigning

After you reassign data and delete a user/guest, the content created by the user is processed as follows:

• Personal data and all the files and folders in the Files and Trash sections of this user are permanently deleted.
• Rooms and documents/folders created by the user in a room are not deleted, but their ownership is reassigned to the selected user.

Deleting a user or guest

To delete a user or guest,

1. In the Contacts section, use the Members or Guests tab on the left.

2. Click the icon next to the disabled user/guest name.

3. Select the Delete user/guest option.

4. A confirmation window opens where you will be prompted to reassign the user's or guest's data:

   

5. Click the Reassign data to another user link in the confirmation window.

6. A new panel opens where you can select a workspace user you wish to reassign data to. Click the Plus icon in the New data owner section and choose the necessary active user from the list.

7. The Delete profile when reassignment is finished checkbox is selected by default, which deletes the profile automatically after data reassignment.

8. Click the Reassign button.

   

   The Data reassignment panel displays the transfer status for the data being reassigned: Rooms and Documents for a user, or Documents only for a guest, as guests cannot create rooms. You can close the page while the process is running: once the reassignment is over, the responsible administrator is notified by email.

   Use the Abort transfer button at the bottom of the panel to stop the data reassignment.

   

   If you cleared the Delete profile when reassignment is finished checkbox, you can return to the list of disabled users and manually delete the user/guest without losing their data.