Managing users in DocSpace

Managing user types and permission levels allows you to control, which sections users can access and which actions they can perform in ONLYOFFICE DocSpace. Once users are added to DocSpace, 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 DocSpace. Admins can also manage users within a certain room.

All DocSpace user accounts are listed in the Accounts section. Click the corresponding option in the left-side menu to open the user list.

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

Section\User type	Owner	DocSpace admin	Room admin	Power user	User
Accounts
Inviting "DocSpace admin"
Inviting "Room admin"
Inviting "Power user"
Inviting "User"
Promoting to "DocSpace admin"
Promoting to "Room admin"
Promoting to "Power user"
Demoting "DocSpace admin" to "Room admin"
Disabling "DocSpace admin"
Disabling "Room admin"
Disabling "Power user"
Disabling "User"
Editing or removing users

Operations in the user list

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

• Search for a user name using the search bar at the top of the user list.
• Filter the user list by group (Without group, Other), status (Active, Pending, Disabled), type (DocSpace admin, Room admin, Power user, User), account (Paid, Free), account login type (SSO, standard login) and storage quote ((if enabled) Default quote, Custom quote) 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.
  
• Sort users by first or last name using the button. Click the arrow next to the selected parameter to change the sort order.
• Use the icon to display or hide the Type, Group, Email, Storage / Quota columns in the user list (Compact view).

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

• Invite again (For Pending accounts only) – to send an invitation to DocSpace again.
• Info – to view the user info. You can also use the icon in the upper right corner of the top toolbar.
• Room list – to view the rooms the user 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.
• Reset authentication (For Active accounts only) – to log out all active connections.
• Disable (For Active and Pending accounts) – to disable the user.
• Enable (For Disabled accounts only) – to re-enable the disabled user.
• Delete user (For Disabled accounts only) – to remove the disabled user.
• Change owner (For the Owner account only) – to assign another DocSpace 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 DocSpace

1. Go to the Accounts section on the left.
2. Click the  Plus icon above the list of users or right-click one of the pending accounts in the list.
3. Select the Invite again option from the menu.

Changing user types

1. Go to the Accounts section on the left.
2. Click the  icon next to the user name.
3. Select Info.
4. Open the list next to the user Type.
5. Select a different user type.
   User can be promoted to DocSpace admin or Room admin. Admins cannot be demoted to User.

Changing user account statuses

1. Go to the Accounts section on the left.
2. Click the  icon next to the user name.
3. Select Disable or Enable.

Removing users from DocSpace

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

1. Go to the Accounts section on the left.
2. Click the  icon next to the disabled user name.
3. Select the Delete user option.
4. A confirmation window opens. Note that personal documents and folders in the My documents section of this user will be deleted. Click Delete.

Reassigning data when deleting profiles

What happens to the data without reassigning

If you want to remove a disabled user who created rooms or documents/folders in the room, you might need to reassign data.

If you do not reassign data when deleting disabled users, the related contents created by a user will be processed as follows:

• Personal documents and folders in the My documents section of this user will be deleted.
• Rooms and documents/folders created by the user in a room are not deleted, but their ownership is reassigned to the administrator who initiates the user deletion.

To avoid the data deletion, you can reassign rooms/documents to an active user.

What happens to the data after reassigning

After you reassign data and delete a user, the related contents created by a user will be processed as follows:

• Personal documents and folders in the My documents section of this user will be 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

To delete a user,

1. Go to the Accounts section on the left.
2. Click the  icon next to the disabled user name.
3. Select the Delete user option.
4. A confirmation window opens where you'll be prompted to reassign the user'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 DocSpace 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 box is checked by default that allows to automatically delete the profile after data reassignment.
8. Click the Reassign button.
   
   You can use the Abort transfer option to abort data reassignment.

   Once the reassignment process is over, you'll be notified via email.

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