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Allow Users to Create and Approve Accounts

Administrators can customize how new user accounts are created. 

This scenario:

  • allows users to create and approve their own accounts. 
  • allows an administrator set a default level of access.
  • may be useful in systems where share invitations are sent to new users.

This scenario does not work for AD and LDAP users. Refer to the specific scenarios and settings for AD and LDAP users.

The settings that you use to configure these scenarios are described in Table 1.

SettingLocationOptionsDescription
Show New Account ButtonCustomization > General > Login 

ENABLED = Displays New Account button on user log-in page. opens a window for the user to type in new account information

DISABLED = Hides New Account button on user log-in page.

This setting determines whether the New Account button appears on the user portal log-in page.

If enabled, this setting works with two other settings to determine authentication and approval permissions:

  • Allow Account Signups
  • Automatic Account Approval

Allow account signupsAdmin settings page

Specifies if a user can or cannot create a new FileCloud user account from the login page. by choosing:

  • Default
  • True
  • False

Can Create an Account

Prerequisite: Show New Account Button  = Enabled

Default = AD and LDAP users can create their own accounts by logging in to the user portal (they do not have to click the New Account button).

  • Active Directory authentication allowed
  • LDAP authentication allowed
  • Local users (who are not using AD or LDAP authentication) cannot create their own accounts.


True = Local users can create their own accounts

  • Local users (who are not using AD or LDAP authentication) can create their own accounts by clicking the New Account button when they initially log in.
  • Active Directory authentication not allowed
  • LDAP authentication not allowed

Cannot Create an Account

False = No users can create their own accounts

  • If the New Account button is enabled, and the user clicks it, an error message indicates that new account creation is not allowed.

This setting controls if the user can create a new account. By default, the account is disabled until an administrator approves it. If you want the account to be automatically approved, use the Automatic Account Approval setting.

Do I choose Default or True?

Default

  • If you are using AD or LDAP authentication.
  • You want to allow your AD users to create their own FileCloud user accounts. After you import AD or LDAP user accounts into FileCloud, instruct the users to log in using their AD or LDAP credentials and on first login FileCloud will automatically create their new FileCloud accounts.
    Note: If you are not using AD or LDAP authentication, users cannot create their own accounts.

True

  • If you are NOT using AD or LDAP authentication
  • You want to allow your users to create their own user accounts by clicking the New Account button. By default, the account is disabled until an Administrator approves it.
    Note: If you are using AD or LDAP authentication, AD or LDAP users can create accounts which do not use their AD credentials by clicking the New Account button.

Automatic Account Approval

Admin settings page

(Default) No automatic approval. Admin has to approve account.

Automatically approve new accounts to Full User

Automatically approve new accounts to Guest User

Automatically approve new accounts to External User

(lightbulb)  If the total number of licenses has been reached, share invitations to new users are blocked unless Automatic Account Approval is set to Automatically approve new accounts to External User.

Prerequisites:

  • New Account = ENABLED
  • Allow Account Signups = Default or True

This setting determines:

  • If the account created by the user is disabled until the Administrator approves it
  • If the account is approved with a specific level of access automatically without intervention from the Administrator.

(lightbulb)  For smaller organizations or high security sites, you can configure this option so that when a user creates a new account it is disabled until it is approved by the administrator.

(lightbulb)  For larger organizations, it might not be practical to have the administrator approve every account created and you can use the automatic account approval settings.

The scenarios where a user can create a new FileCloud account are described in the following table.

 Users can create their own accounts

 Users can approve their own accounts

(lightbulb) This scenario can also be used to allow new users to create an account when a Share invitation is sent.

(warning) This scenario does not work for AD and LDAP users. Refer to the specific scenarios and settings for AD and LDAP users.

  1. The administrator configures the User Search Mode.
  2. The administrator configures New Account Creation settings.
  3. The administrator provides the user with the URL for the user portal OR an invitation to create a new account is sent when a user shares a folder or file.
  4. The user accesses the user portal from a Web browser, mobile device, or FileCloud client app.
  5. On the user portal login window, the user clicks the New Account button.
  6. The user enters details in the account creation fields.
  7. The account is created and is granted access of a Full User, Guest User, or External User as set by the Administrator.
  8. The user receives an account creation email using the email address provided during account creation.
  9. The user is required to verify the email account to complete the account creation process.

Settings, Misc  > User settings

(tick) User Account Search Mode = Exact Email with Implicit Account Invite or Exact Email with Explicit Account Invite

Settings, Authentication settings 

(tick) Authentication Type = DEFAULT

Customization > Login

(tick)  New Account button = ENABLED

Settings, Admin settings

(tick)  Allow Account Signups = TRUE

(tick)  Automatic Account Approval = Automatically approve new accounts to Full/Guest/External User.

Settings, Policies

(tick)  Set Create account on new user shares to yes in users' policies.

To configure these settings:

  1. Open the User settings page.
    1. In the FileCloud admin portal's left navigation bar, scroll down and click Settings. Then, on the Settings navigation page, click Misc .
    2. In the inner navigation bar on the left of the Settings page, expand the Misc menu, and click User, as shown below.

    The User settings page opens.

  2. In User Account Search Mode, select Exact Email Search with Explicit Account Invite or Exact Email Search with Implicit Account Invite.

  3. Click Save.
  4. In the FileCloud admin portal's left navigation bar, go to Customization > General > Login.
  5. Check Show New Account Button.
  6. Click Save.
  7. In the FileCloud admin portal's left navigation bar, scroll down and click Settings. Then, on the Settings navigation page, click Admin .
    The Admin settings page opens.
  8. In the Allow Account Signups field, select True.
  9. Click Save.


Blocking the createprofile API endpoint

The setting Allow account creation through login form has been added to enable you to block the createprofile API endpoint from the admin portal. The endpoint is used for account signups in the New Account form.

To disable the createprofile API endpoint:
  1.  Go to Settings > Admin.
  2.  Disable the Allow account creation through login form setting.