It is very important to understand that there are two types of “Users” in Vitrium, End Users and Staff Users which are defined here:
- End Users: those who you wish to grant access (permissions) to view your protected content. These could be your customers, clients, students, subscribers, members, or even your internal staff. Add these types of users in the USERS tab.
- Staff Users: those who can log into Vitrium and perform certain ‘administrative functions’ such as adding content, adding users, assigning permissions, viewing reports, and so on. Add these types of users in the SETTINGS tab. Refer to Section 5.5 for more details about Staff Users.
IMPORTANT NOTE: if you are planning to use Vitrium with your internal staff only, then you will need to ensure you are clear about where to add these users: as end users in the USERS tab, or as staff users in the SETTINGS tab. If the primary function for the user is to access protected content, then add them as an end user in the USERS tab. If the primary function for the user is to add content or perform other administrative functions in Vitrium, then add them as a staff user in the SETTINGS tab.
This section deals with END USERS – how to add them, edit them, activate or de-activate them, assign them permissions, view their activity, and more.
2.1 Adding Users
To add End Users in Vitrium Security, you can do this in one of two ways: (1) one at a time; or (2) as a batch upload using the multi-line window or CSV import tool.
ADD SINGLE USER
- From the Users Tab, click
- Enter the following information:
Username: this is a mandatory field and we recommend using an email address for username as that can be used later for the password recovery feature
Password: this is a mandatory field and we recommend adding a strong password with a combination of letters, numbers and characters
Notes: this is an optional field that can be used for any number of reasons – to add the person’s full name, a company name, a division or department name, etc.
Custom Field: this is another optional field that can be used for any of the same reasons as above
External Field: this is an optional field for Enterprise customers if they wish to enter their corresponding 3rd party ID to associate this user with that system
- Click the Advanced tab ONLY if you wish to set a DRM policy at the User level. We generally do not recommend setting the DRM policy here as we recommend setting it at the File level or Group level. Refer to Section 5.4 for more details about DRM Policy Settings.
- Click Save & Exit when you’re done and start the process again with other Users
ADD Multiple Users
There are two ways to add multiple users: (1) via manual input but you can only enter the username and password fields, or (2) via the CSV import tool but you need to ensure you follow the sample CSV file structure.
Via Manual Input:
- From the Users Tab, click
- Enter the Usernames and Passwords of the users you wish to add manually
- Although only 5 lines show by default, you can click the button to add more
- Click Save & Exit when you are done
Via CSV Import:
- From the Users Tab, click
- Select the Import CSV File tab
- We strongly recommend you click on the “Download sample CSV file” and use the same row headings as this file
- In the CSV file, ensure you enter at least the following 3 columns of information:
Username: enter all your usernames (again we strongly recommend entering email addresses)
Active: enter TRUE for an active user, FALSE for inactive
Password: enter any password that you wish although we recommend using strong passwords; you can enter a temporary password and then activate the ‘forgot password’ feature in the user portal later
All other fields in the CSV file are optional to enter.
IMPORTANT NOTE: when entering a Group in the CSV file, that Group name must already exist in your Vitrium account, otherwise the user will not get added to the Group.
- Once completed, save the CSV file, then go back into Vitrium, and upload the file here, ensuring the “first row has column headers” statement is checked (which is the default), then click Save & Exit
- Your users should get added instantly to your Vitrium account. You may need to click on the ‘Added On’ column to sort by date to see all the newly added users.
2.2 Understanding Column Functions
Click on any username in your column list to edit their details. The same pop-up window that you used to add a single user will appear and you can add or change any details that you want, then click Save & Exit.
This is the date that the user got added to Vitrium. You can click on this column to sort in ascending or descending date order.
Click the Groups icon to check which groups the user belongs to. You can also assign the user to a group or multiple groups through this window.
This is a very useful feature if you wish to clear a person’s use. When you are applying DRM policies to users to restrict their access to content (to prevent file sharing and so on), sometimes a legitimate user may get caught up in this if they happen to upgrade their computer or tablet or phone, and they reach their PDF/browser limit, or some other limit.
If you do not suspect fraud or malicious use of any kind, you can ‘clear the person’s use’ by clicking this icon then, depending on which edition you subscribe to, one of the following windows will pop up.
Standard & Professional accounts will be able to clear the use for a specific file only:
Enterprise accounts will be able to clear use by different means – for a specific file or all files, for print use, device use, or IP address use. They will also be able to see a history of how many times the clear use function was used:
If you wish to provide access to a protected PDF file to someone that is not connected to the Internet, you can click this icon to access the offline unlock functionality. This feature can also be useful for users who are behind restrictive proxy servers or firewalls that may be preventing their content from opening. To understand how to use this feature, refer to the steps in Section 1.7 Understanding Offline Unlock.
The checkmark means that the User is active and the X means they are not active. You can toggle this feature very easily to activate or de-activate a user in your account.
Click the Report icon if you wish to view the ‘User Activity Log’ report for a particular user. It will pull up all the activity associated with that user included what files they opened, when, from which IP address, what browser or application was used, what operating system they used, and so on.
2.3 Deleting Users
If you wish to delete a User or Users entirely from Vitrium (and not just de-activate them by clicking the checkmark icon under the Active column), you can select the users you wish to delete, then the ADD USERS button will change to DELETE USERS and you can click this button.
You will then be prompted with a message confirming that you are okay to delete the selected users. If you are, click DELETE again.
Once the user or users are deleted from Vitrium, this will effectively revoke any and all access they previously had access to and you will not be able to get back the users’ information.
Delete or Deactivate?
If you do not wish to delete the users entirely and lose all their information, you can choose to de-activate them instead by clicking the checkmark icon under the Active column and an ‘X’ will appear instead indicating that they have been de-activated. This will still revoke their access to any and all files they previously had access to but it will keep all the users’ information in Vitrium.
IMPORTANT NOTE: If you are using plain text names as usernames and you previously had a user named Bob (Reyes) that you deleted (and you only entered ‘Bob’ as the username, not his full name), then later you added a new user with the name Bob (Walter) but again didn’t enter his last name, Bob Reyes’ previous history and report will show under the new Bob, even after the original Bob was deleted. This is another reason why we strongly recommend using email addresses as usernames to avoid these potential conflicts.
2.4 Searching Users
By Username, Notes, Custom Field or External Key
You can search for users in the Search bar at the top right-hand side of the screen by their Username, Notes, Custom Field, or External Field making this a very powerful search function in Vitrium and allowing you to only export a specific group of users instead of the entire list if you need to.
You can also search for users by their Group by selecting the Group Name on the left-hand side of the screen.
2.5 Exporting Users
You can export all users or a group of users that you have searched on by clicking the EXPORT USERS button at the top of the Users window and you will receive a CSV file of the export.
2.6 Force Password Reset
You can force your users to reset their password. This is useful feature when you add new users, this way when users logs in for first time they have to change their password before they can unlock the document