The Definitive Guide to Add a New User to NetDocuments

Adding new users to NetDocuments is a fundamental task for any firm administrator. This guide walks you through the complete process from start to finish—typically taking 5-10 minutes per user.

Before You Begin

Make sure you have:

• Admin access to NetDocuments (Repository Administrator role)
• Admin access to Office 365 (if using Single Sign-On)
• An available NetDocuments license (check Admin > Users & Groups > Users to see license count)
• New user’s information (full name, email, department, role)

Part 1: IT Setup

These steps are usually done by your IT Company.

Step 1: Create the Office 365 Account

1. Log in to the Microsoft 365 admin center
2. Navigate to Users > Active users
3. Click “Add a user” and complete the form
4. Assign appropriate licenses and send login credentials

Step 2: Add User to NetDocuments Azure Enterprise App

If you’re using Single Sign-On (and you should be), add the new user to your Azure NetDocuments app:

1. Log in to the Azure Portal
2. Navigate to Azure Active Directory > Enterprise Applications
3. Find and select your NetDocuments application
4. Go to Users and groups > Add user/group
5. Select the new user and assign them

Detailed instructions: Adding New Users to NetDocuments with Azure SSO

Not using SSO? The user will log in with NetDocuments credentials rather than Office 365 credentials. Consider switching to SSO for better security and user experience.

Part 2: NetDocuments Configuration

Step 3: Create the User in NetDocuments

1. Log in to NetDocuments as a Repository Administrator
2. Navigate to Admin > Users & Groups > Users
3. Click “Add User”
4. Enter the user’s information (email must match Office 365)
5. Set their role (User, Power User, etc.)
6. Click “Save”

Detailed walkthrough: Add a New User in NetDocuments

Out of licenses? You’ll need to either remove an inactive user or increase your license count.

Step 4: Assign Cabinet Access via Groups

This is the step most administrators forget—and it’s why new users often can’t see any cabinets.

1. In NetDocuments, go to Admin > Users & Groups > Groups
2. For each cabinet the user needs access to, find the corresponding group (typically named “[Cabinet Name] Full Access”)
3. Open each relevant group and add the new user

Quick tip: Look at a similar user’s group assignments to determine which groups the new user needs. For example, check what groups other attorneys are in if you’re adding an attorney.

Common group patterns:

• Attorneys: Client Cabinet Full Access, Library Cabinet – Full Access
• Paralegals: Client Cabinet Full Access, Library Cabinet – Full Access
• Partners:  Client Cabinet Full Access, Library Cabinet – Full Access, Partner Cabinet – Full Access

Step 5: Add to Author and Typist Profiles

If your firm uses Author or Typist profile attributes for document metadata:

1. Go to Admin > Repository > Profile Attributes
2. Find the “Author” attribute and click Edit
3. Add the new user to the selection list
4. Repeat for “Typist” if applicable
5. Save changes

Detailed instructions: Adding an Author and Typist in NetDocuments

Verification Checklist

Once the user logs in, verify that they can do the following:

• □ User can log in successfully
• □ User sees all appropriate cabinets
• □ User can create and save documents
• □ User appears in Author/Typist dropdowns (if applicable)

Troubleshooting Common Issues

The user can log in but sees no cabinets because they weren’t added to the cabinet access groups. Go back to Step 4.

User gets on Office 365 Message saying: Sorry, but we’re having trouble signing you in. Verify that the user is added to the NetDocuments Azure Enterprise App

“No licenses available” error: You’ve hit your license limit. Either remove inactive users or contact NetDocuments to increase your license count.

The user doesn’t appear in the Author dropdown. Complete Step 5 to add them to the Author profile attribute.

Need Help?

Managing NetDocuments can be complex, especially during rapid growth or staff transitions. Optiable specializes in NetDocuments administration, training, and optimization for law firms.

Struggling with user management or other NetDocuments issues? Schedule a consultation or learn about our NetDocuments Health Check service.