Account Administration Guide Part II: Account Workspace Actions

Account admins manage everyone on a Dedoose account from one place: the Account workspace. This guide walks through each task it supports: adding and editing users, viewing project access, reviewing projects and storage, checking billing, and setting security policies.

Who can do this: Only users with the Admin role on the account have access to the Account Workspace.

Opening the Account workspace

Click Account workspace in the top navigation bar.

The Account workspace opens on the Account Users tab. Two panels on the left stay visible on every tab showing:

User Information shows your own username, name and email. Use Edit Info to update your details or Change Password to set a new password.
Account Information shows the account's remaining credits, the date it was created, the cost per user, whether a password policy and two-factor authentication are enforced, and the list of current admins.

Across the top of the main area are four tabs: Account Users, Account Projects, Billing and Security. Each is covered in its own section below.

Adding a user

Add a new user from the Account Users tab. The tab lists everyone on the account with their username, name, email, last login date and whether their access is enabled.

Click Add User at the bottom right of the Account Users tab.
In the Create New User dialog, enter a Username, First Name, Last Name and Email.
Click Submit to create the new user, or Cancel to close the dialog without saving.

If the user you want to add to your Account Group has an existing Dedoose account, you must submit a ticket via https://helpdesk.dedoose.com/hc/en-us/requests/new?ticket_form_id=22892419253133 to initiate the transfer of their user account to your account group.

Tip: The Edit User, Remove User and User Project Access buttons stay greyed out until you click a user in the list.

Editing a user or disabling access

Use Edit User to update a user's name or phone number, or to turn their access off by 'disabling' their account without removing them from the account group.

On the Account Users tab, click the user you want to change.
Click Edit User.
In the Edit User dialog, update First Name, Last Name or Phone as needed. The Username and Email are shown for reference and can't be changed here.
Under Status, choose Enabled to allow the user to sign in or Disabled to block access.
Click Submit to save, or Cancel to discard your changes.

The Enabled column on the Account Users tab shows each user's current status at a glance.

Removing a user

Remove a user when they should no longer be part of the account at all and you no longer want to pay for their access to Dedoose.

On the Account Users tab, click the user you want to remove.
Click Remove User.
A Warning dialog asks you to confirm that you want to remove that user from the account. Click Yes to remove them, or Cancel to keep them.

Viewing a user's project access

The User Project Access summary shows every project a user can open and the level of access they have in each.

On the Account Users tab, click a user.
Click User Project Access.
The User Project Access Summary window lists each Project Title with the user's Security Group and Group Security level, for example Default Group with Full Access. Scroll to see more projects.
Click Cancel to close the summary.

This summary is read-only. To change what a user can do in a project, open that project and adjust its security settings.

Reviewing account projects and storage

The Account Projects tab lists every project on the account, including projects created by other users on it.

Click the Account Projects tab. Each row shows:

Column	What it shows
Title	The project name
Admin Username	The user who administers the project
Admin Email	That user's email address
Audio Total	Audio stored in the project
Video Total	Video stored in the project
Monthly AV Cost	The monthly charge for the project's audio and video storage

Two buttons at the bottom right give you this information as a report:

Projects Report produces a report of the projects on the account.
Storage Report produces a report of storage use across the account's projects.

Checking billing and payments

The Billing tab shows the account's charge and payment history, and is where you add funds.

Click the Billing tab. It has two panels:

Charges lists each charge with its Date, Amount, Previous Balance, resulting Balance and a Memo.
Payments lists each payment with its Date, Amount Paid and a Memo.

The buttons at the bottom right let you act on that history:

Button	What it does
Export Charges	Exports the Charges list
Export Payments	Exports the Payments list
Make Payment	Starts a payment to the account
Get Receipt	Gets a receipt for a payment; available once you select a payment in the list

Security: password policies and account admins

The Security tab sets sign-in rules for everyone on the account and controls who holds admin rights.

Setting account policies

The Policies panel on the left holds the account-wide rules:

Policy	What it controls
Enforce Password Policy	Whether the password rules below apply
Require 2 Factor Auth	Whether users must use two-factor authentication
Require 2 Factor Auth on re-login	Whether two-factor is required again each time a user signs back in
Max Password Age in days	How long a password lasts before it must be changed; 0 means no maximum
Password Minimum Length	The fewest characters a password can have
Password Require Characters / Uppercase / Number / Symbol	Which kinds of characters a password must include
Account Idle timeout minutes	How long a user can be inactive before being signed out

Change a setting using its dropdown or number field.
Click Save Changes to apply your changes, or Reset to discard them.

Granting or revoking admin rights

The Account Admins panel lists every user on the account with their current Role, either Admin or User.

Click Grant Admin next to a user to make them an account admin.
Click Revoke Admin next to an admin to return them to a regular user.