The Definitive Guide to Add a New User to NetDocuments

If you’re tasked with managing your firm’s document management system, you know that adding new users to NetDocuments is a fundamental yet vital operation that keeps your business running smoothly. Whether you’re an IT specialist, a dedicated NetDocuments administrator, or simply stepping in to cover this responsibility, this guide provides clear, step-by-step instructions to help you confidently onboard new team members to your NetDocuments environment.

Before You Begin: What You’ll Need

Before starting the user creation process, make sure you have:

• Admin access to NetDocuments – You’ll need to be a Repository Administrator.
• Admin access to Office 365 (if using Single Sign-On) – Required for Azure configuration
• An available NetDocuments license – Check license availability before you start (see License Management section below)
• New user’s information – Full name, email address, department, and role

Step 1: Create a New User in Office 365 (I am assuming you are using single sign-on via Office 365; if not, skip steps 1 and 2)

Step 2: Add the new user to the NetDocuments Azure Enterprise App: https://optiable.com/adding-new-users-to-netdocuments-when-using-single-sign-on-through-azure/

Step 3: Add the New User in NetDocuments: https://optiable.com/add-a-new-user-in-netdocuments/

Note: If you are out of licenses in NetDocuments, you either need to:

• Remove a user: https://optiable.com/removing-a-user-in-netdocuments/
• Increase the Number of Users: https://optiable.com/how-to-increase-the-number-of-netdocuments-users/

Step 4:  Add the user to the appropriate Groups in NetDocuments.

When we create a cabinet in NetDocuments, like the Client Cabinet, we create a group called Client Cabinet Full Access.   We only assign people to that group who should have access to the Client Cabinet. After you create a new user, go to groups and ensure the user is assigned to the appropriate groups. If you have questions about this, look at another user in NetDocuments and see what groups they are assigned to. That should help you figure this out.

Step 5:  If there are Author or Typist Profile Attributes, you need to add the new user to those fields: https://optiable.com/adding-an-author-and-typist-in-netdocuments/