How to create new User Accounts

Note: System Admin is the only standard role that can create new user accounts. You must be a System Admin OR have a Custom Role with the "Users" section turned ON, assigned to you in order to create new User Accounts.
(See Article Creating a New Custom Role )

Make sure you are at app.smarsh.com to access this setting. 

1. Click   > Company Settings > Users

2. From the Users Dashboard, click Add User
​​

3. On the following screen, fill in the user information:

New User: 

• Enter the user's First and Last Name, Username, and Email address 
  • Note: Usernames must be unique. If the Username you want is already in use on a different Professional Archive account, an error will be returned and you will need to use a different Username
  • Even if the Username is not visible in your 'User' section, you will still need to choose a different Username, as the Username may have been used under a different, or previous service account, rather than your current service account. 
• Platform Role controls what access this User has within the Professional Archive; select the appropriate role for the new user under this drop-down
  • What rights does each platform role permission grant?
• Select the appropriate Discovery and/or Supervision roles from the corresponding drop-downs, if applicable
  • What rights does each discovery permission grant?   
  • What rights does each supervision role permission grant?
• Check the box for Web Archiving, only if your organization has the Smarsh Web Archiving product and you would like to add this user to Review Web Archiving.

Password Setup:

• Note: This section only appears if this user has a Platform Role that allows login to the Professional Archive, the default role Employee-Archive Only does not include login access
• Select the preferred option for Password Setup: 
  • User will create password via email link to have a set up password link emailed to the user
  • Create password for user to create the password yourself
• If you choose Create password for user, enter the password and opt to Force Password Update upon initial login​

Personal Data: 

• This section is optional

Platform Access:

• Set the User Status to either Active or Inactive. This can be changed later
• If your organization has Single Sign On product already set up and configured with Smarsh, you can choose to opt for SSO Login Only. 
  • Note: for this option, you must have SSO capability and have it configured on your platform.
  • If you don't see this option, it's because your account either doesn't have this asset.
• If your organization has the Smarsh Personal Archive product, you may add email address(es) to the Personal Archive field for that user's personal viewing of messages from specific email addresses

4. Click Save to finish

Video

When creating a New User, you may see a notification upon saving that says "The Username you have chosen is already being used. Please enter a different Username and re-save."

Much like other platforms (social media, banking app, etc) Usernames are unique and can only be used once across the whole platform.
Meaning, you may see this, even if someone in your company is not using this username.
 Example: if username "Jon.Doe" is already taken by any user that uses or has ever used Smarsh, it cannot be reused.

To add bulk users to the Professional Archive

• Can Professional Archive Platform Users be bulk-added?
• Creating or Adjusting Group Structure

If you have Groups/Hierarchy enabled and you would like your Non-System Admin users to have Search capabilities, you will need to grant Message Review Permissions to the Groups you'd like them to have access to. 

• Manage User Permissions for Groups (New UI)