Managing Users, Roles, and Groups → About User Accounts → Working With User Accounts → Managing External Users
External users can be granted a minimal set of privileges that enables them to submit and view certain items and run reports that are created for them. For a list of privileges available to external users, refer to the privilege tables in About Privileges. For information about external users and system tables, refer to Privilege Behavior for System Tables.
Self-registration of external users is also available for on-premise customers. This feature is enabled in SBM System Administrator.
You can designate a group to which new external users should automatically be added. This enables you to quickly grant access to customers and others who need limited access to your system. This feature is also used for self-registration of external users, which is enabled in SBM System Administrator. (On-premise only.)
To automatically add external users to a group:
External users can run guest-level reports that contain primary items submitted by the external user or by other contacts from the external user's company. External users must be granted privileges to view items in a particular project, as well as to run guest-level reports. In addition, guest-level reports appropriate for external users must be created in a project that external users can access.
External users can also run built-in reports if they are granted privileges to view primary items. Privileges determine the information returned by the built-in report.
To set up reports for external users:
Grant this privilege to enable external users to view items they submitted. Users must also be granted the "Submit New Items" privilege.
Grant this privilege to enable external users to view items for which they are selected in a Contacts relational field based on the system Contacts table. This privilege enables them to view items submitted by others users as long as they are selected as a contact and their Contact record is associated with their user account. This setting is located on the General tab when you add or edit a user account.
Grant this privilege to enable external users to view items for which their company is selected in a Companies relational field based on the system Companies table. Items may include those submitted by the external user, those submitted by external users from the same company, or items submitted by other users as long as company is set to that of the external user. In addition, users' contact records must be associated with user accounts. This setting is located on the General tab when you add or edit a user account.
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