Security Administration

Security Scope

The Security area includes Users, User Roles and User Expiry Policies. Use it to control who can sign in, what they can do and when temporary access should end.

Manage Users

• Use Add User to create accounts only for people who need access.
• Use the user list fields such as roles, status and email address to check account state.
• Use Edit to review or update an existing user.
• Disable or expire accounts that should no longer be active rather than leaving unused access in place.

Manage Roles

• Assign roles based on the minimum permissions needed for the job.
• Keep high-permission roles limited to users who need administration access.
• Review role changes when workflows, teams or external access requirements change.
• Check shared workflows after changing a role, especially upload, edit, download, sharing and administration permissions.

Use Expiry Policies

• Use User Expiry Policies for temporary users, contractors, project access or time-limited review groups.
• Confirm what should happen when access expires.
• Review expired or soon-to-expire accounts as part of regular housekeeping.

Review Access Regularly

• Review high-permission accounts regularly.
• Check inactive accounts and remove access that is no longer needed.
• Record changes that affect access to restricted folders, collections, downloads or administration tools.