Create and Manage User (Admins)

Effective user management is essential for maintaining control, security, and operational clarity across the Dilitrust platform.
Administrators have access to a comprehensive suite of tools to create, configure, organize, and monitor user accounts, ensuring that each person only accesses the data and functions appropriate to their role.

Users can be grouped into teams for more granular control and customized UI elements.
All user activity is logged, enabling auditing and compliance. For external integrations, API tokens can also be issued per user.

This guide explains how to manage users efficiently, from account creation to deactivation and integration:

• User Access Management
  • Add a User
  • Suspend a User
  • Deactivate a User
  • Delete a User
• Teams
• History
• Tokens Management

User Access Management

To access the User Management menu Go to
Configuration > User access Management

Once landed, you'll be able to have a quickview of all your active users, at the top of the menu you will distinguish 4 different menus

1. Users: allow an Admin to manage other users. Creation, suspension, deactivation and deletion actions will be performed from here.
2. Teams: the menu dedicated to create and customise work teams, to better organise the different users of the platform
3. History: a historical view of all access to the platform
4. Tokens Management: a menu dedicated to the management of API Tokens

Use the action bottom on the left of each User to:

• Notify the user about its roles

• Suspend a user

• Deactivate a user

• Delete a user

• Edit user's informations

Close to the quicksearch bar, you'll be able to filter for the different users statuses ( Active - Deactivated ).

Use the select checkbox at the left of each user to perform bulk operations to many lines.

Add a User

Users of the platform can be assigned one of the following roles:

• Administrator: Full platform access, including configuration and user management.

• Contributor: Can perform actions and edit data, but cannot access admin-level settings.

• Member: Read-only access across assigned content.

To add a new user click on “Add a user”

You’ll need to define:

• Email address

• Group (e.g., Hollywell Group)

• Role(s) (Administrator, Contributor, Member)

• Team (e.g., PM Team – can be customized in the Teams section)

• Activation Date and Deactivation Date, both mandatory.

After activation, it might be necessary to suspend the activity for a user for a restricted amount of time, as well as completely delete users informations and history form the Platform.

To accommodate every possible user management necessity, Dilitrust Users can be managed in terms of 3 different levels of anonymisation:

• Suspend

• Deactivate

• Delete

The admin will be able to quickly filter between active statuses (Active and Suspended users) and Deactivated users from the Users panel in the User Access Management menu.

Suspend a User

Use the Suspend state to:

• Prepare a new tenant and its permission without enabling him right away, granting a safer activation workflow.

• Temporarily suspend a user during long leaves without compromising its data.

When a user is suspended, the following will happen:

• The user will no longer have access to their account.
• The user profile can be reactivated at any time.
• The user will still appear in all configuration lists.

Deactivate a User

the Deactivation could be used as a way of deleting a user without deleting its personal data:

• when i don't want to anonymize the personal data of a user because my location doesn't have such regulatory framework.

• when i want to apply a retention period: i just need to deactivate the user and then delete the user later.

This action will have the following consequences:

• All the user information, comments, or files will stay accessible to collaborators.
• The user information will no longer be available in the configuration lists.
• The user profile will no longer occupy a licensed seat.
• The user profile can be reactivated at any time.
• The user will appear as Username (deactivated) throughout the entire interface.

After deactivation, the user will still be visible in the Users tab by filtering for deactivated users.

Delete a User

The Delete state guarantees the immediate deletion of the user and complete anonymisation of its direct personal data.

• The user will be fully anonymized, all of the user's information will be replaced with [Former user].
• Any comments and files they added will stay available.

Teams

Teams in Dilitrust provide a way to group users based on their function, department, or project, making it easier to manage access rights, visibility, and internal organization.

Click “Add a team”

You’ll be prompted to define:

• Title: The name of the team (e.g., Legal Team, PM Team, Compliance Division).

• Status: Set the team as active or inactive.

• Members: Add users to the team during creation or later from the edit menu.

Each team can have a custom watermark color, which is used in some platform visualizations, to help distinguish which team is responsible for a document or entity.

From the action menu in the team table, you can:

• View Terms and Conditions: Access legal information and usage statistics specific to the team (e.g., T&C acceptance, platform activity)

• Edit Group: Modify team title, status, and members.

• Delete Group: Permanently remove the team.

Teams can be referenced during user creation, role assignment, and platform notifications, and they can also influence visibility or segmentation in certain modules depending on platform configuration.

History

The History section provides administrators with detailed visibility into user login activity across the platform.

 It supports auditing, and compliance verification by tracking who accessed and exited the platform and when.

Filters to narrow results by:

• User (e.g., John Doe, Jane Smith)

• Type of Activity (e.g., login, log out)

Tokens Management

Tokens allow users to interact with the Dilitrust platform via API with secure, role-based access. They are user-bound and easy to manage.