How to Create a New OnBase User and Update Security Groups

Summary:

To comply with Highland's latest licensing requirements, all Penta Customers were migrated to the new Hyland Simplified Licensing structure. The new Licensing structure is based on Named User Licenses and replacing the legacy Concurrent Licensing model.

Previously, when a new PENTA user is created and assigned to user groups, Penta reaches out to OnBase using the API calls to create the new user, assign it to the user groups, then tests the account to make sure that it can access OnBase. To ensure that users that do not need access to OnBase are not accidently consuming a Named License, Penta has updated the the user creation process to no longer connect to OnBase and create a new user.

Creating an OnBase User:

1. Launch OnBase Configuration. Navigate to Users > User Names / Passwords

2. Enter the name for your new users and select the CREATE button

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3. Enter the Users Real Name, Email and Password

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4. Click the Save button

Adding the User Groups for the new OnBase User

OnBase access, privileges and product rights are controlled by user groups. You will need to add the user to the correct groups to ensure they can access the system, view documents and access products such as Workflow.

The new Named User licenses are also applied by User Group membership. There is User Group called ‘OnBase Licensing’ that each new user will need to be a member of. To add a new user to an OnBase User Group:

1. In OnBase Configuration open Users > User Names / Passwords

2. Select the new user you previously created in the steps above

3. Select User Groups and Add the proper OnBase Groups to the User and the OnBase Licensing group.

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4. Once you have added the proper groups, Click Close

5. The first time that the new user accesses OnBase, they will be assigned the new Named User License.