Users and Roles

Invite or Add Members

Before you begin: you need permission to manage users, and permission to assign roles if you set roles. Members belong to the ScaleX company, not to a list for documents only.

1. Open Profile & Setting -> User Management. Search first to avoid duplicates.
2. Choose how to add the member:

Method	How	Result
Invite	Invite Users, enter Email Addresses separated by commas, spaces, or new lines, choose roles, then Send Invitations	The invitation shows pending. The recipient completes it in the account system and signs in, and the roles apply at sign-in
Add directly	Add User, enter Email. For a new account also enter First Name, Last Name, and a Password of at least 6 characters. Choose roles, then Create User	An existing ScaleX account joins right away. A new user must change the password at first sign-in

If a user was added but the roles were not saved, use Assign Role instead of creating the account again.

note

A member without a role cannot process documents. A multi-address invitation can partly succeed, so check each address before you resend. Deleting a member removes that person from the company or cancels a pending invitation. You cannot delete yourself, and the owner is protected. Because the company can be shared with other applications, removal can affect more than AkaXtract.

Create a Role

1. Open Profile & Setting -> Roles & Permissions and select Create new role.
2. Enter a unique Role name and an optional description. To start from an existing role, use Copy permissions from role. Select Continue.
3. Select the permissions and select Create role.

A new role starts with only the quota-read permission selected. Some management permissions include the view permissions they depend on.

Assign and Edit Roles

1. In User Management, open the member menu and select Assign Role.
2. Choose the roles and save. This replaces the selected set, so keep the roles that are still needed. Ask the member to reload the page or sign in again.

For a custom role, you can edit the permissions and the description, but not the name. For a system role other than Owner, you can change only the quota-read permission. The Owner role cannot be edited and is reserved for the company owner. System roles cannot be deleted.

warning

Deleting a custom role removes its assignments and can remove users' access. Check the members first.