User Management

User Management Overview

In this article, you will learn how to set up user accounts and permissions for a Foxit eSign account. Account users are the authorized document senders for your account. Foxit eSign provides hierarchical security where the account administrators can see and manage all of the documents for the subordinates on the account.

Jump To User Management Topics   

   • Adding a User
   • Deleting a User
   • Setting a User to Inactive
   • Change Account Owner for multiple User Accounts
   • Change an Email Address

Add a User

(Super Admin access is needed)

1. Go to Settings.
2. Navigate to the left side panel and click Account Users.
3. Click Add User.

4. Enter First Name, Last Name and Email Address.
5. Select user role: Super Admin, Admin, or Regular User.
6. Click Add User.

Optional:

• A phone number can be used for Two-Factor Authentication (2FA) or for sending SMS.
• Users can be assigned to a department by entering the name of the corresponding department.
• A title can be added for the user.
• The Share Documents checkbox can be checked to share the user's documents with Department Administrators.
• Select the Allow Secured Field Access checkbox to enable the user to access secure field data entries.
• Select a Manager for the user from the drop-down list to monitor the user's document activity.
• Assign an Email Group for the user for bulk sending. You may then assign the user to an email group to easily send documents to this email group using the bulk sending feature.
• Select an Authentication Level for the user. This will be used the first time they are signing into their account as an added security measure. Choose from Email OTP or 2FA.

Delete a User

This function allows Super Admins to delete a user and transfer their assets to another user. The Delete a User feature can be found on the Account User’s page from the Settings tab.

1. Go to the Settings tab. Click the Account Users button in the left side panel.
2. Click the Delete button underneath the Actions section.

3. Once you click on the Delete icon, you will be asked to choose an Account User to transfer the data of the current user that you are trying to delete.

4. Select an appropriate user to pass the ownership from the dropdown section.

5. Click Confirm after selecting the user from the dropdown to pass the ownership of the documents/templates to the new designated user.

Please Note: A notification will be received that the user has been successfully deleted.

Important Information About Deleting a User

• Documents, templates, and other assets will be transferred to another account user
• A user cannot be deleted without transferring their data to another account user
• If you are trying to delete a Super Admin, their data can only be transferred to another Super Admin of the account
• If you are trying to delete a Regular User or Admin, the ownership of their documents can be transferred to the Admin or the Super Admin of the account

Deactivate a User

Important Information About Inactivating a User

If a user needs to be inactivated, there are a few things to notate:

• When inactivating a user, their documents will not be visible on the account. You can easily make them visible at any time by activating the user again.
• The templates the inactivated user created will remain visible on the account; these can be removed by a Super Admin depending on the Account Settings.
• Templates with the inactivated user as an author, can only be deleted by that user. To delete the templates from this user, the user needs to be reactivated
• If you have Online Forms that have the inactivated user as the author, we recommend changing them to a new user on your account. All notifications will continue to go to the email address set as the author unless changed. You may edit an Online Form by going to Documents tab>Online Forms>Click on the name of the form>Edit this form.
• A user may be set as inactive, however, by default users are set as active once accepting their user invitation.

To Set a User to Inactive

1. Go to the Settings tab. Navigate to the left side panel. Go to Account Users.
2. Edit an existing user by clicking the pencil/edit icon under Actions on the same row as the user.

3. From the dropdown list where it says Active, select Inactive. Click Save.

How to See Inactive Users

1. Go to the Settings tab. Navigate to the left side panel. Go to Account Users.
2. From the dropdown list above the users where it says Active, select Inactive. The inactive accounts are shown in a list. To only view the inactive accounts, deselect Active from this list.

Activating an Inactive User

1. Go to the Settings tab. Navigate to the left side panel and select Account Users.
2. From the dropdown list where it says Active, next to the button Add New User, select Inactive. Note: The inactive accounts are shown in the list. To only view the inactive accounts, deselect Active from this list.
3. Find the Inactive user in the list or use the search field by entering Name or Email ID.
4. Edit the inactive user by clicking the pencil/edit icon under Actions on the same row as the user.
5. From the dropdown list where it says Inactive, select Active.
6. Click Save.

Change Account Owner for Multiple User Accounts

(New account owner will need Super Admin access)

1. Go to the Settings tab.
2. From the Company tab (by default, the first page of Settings tab), set the new user as the Account Owner by selecting the Super Admin from the dropdown list.
3. Click Save.

Change Email Address

The user's email is used as a username/ID when logging into Foxit eSign. After an email address has been assigned to a user, it cannot be changed on the account.

Using Foxit Admin Console? See more information here.