Authoring - Defining user accounts

Defining user accounts is required in the following cases.

When specific access permissions need to be assigned to specific people.


When you want your user to view the translate content in their preferred language.


When you want to implement dynamic content and you do not want the users to define themselves.


Defining a new user account starts by choosing a unique user ID. It is not uncommon to use the peoples email address as their user id. Also, make sure you add the new user account under the correct user group.

In the next example we created two new user accounts ‘MICK’ and ‘DON’ in two new user groups (see Defining user groups) of the type 'Authors'. Follow these steps.

Defining a new user

Popup the menu of the 'Ornithologists' user group and select ‘Add > New user’.

Specifying the user ID

Enter the user ID ('MICK' in this example) and the user’s name. Click 'OK' and the new user account is added under the user group. Repeat these steps to add the 'DON' under the 'Environmentalists' group.

If you select a user account in the tree you can set the properties on the right pane (make sure the edit tab is selected on the top).

The user account properties

The user account properties are contained in different sections that you can expand and collapse. People who visit the content can change parts of their profile (e.g. their name, password, email address, etc...). The details of the properties are explained in

The password


Workbench preferences


Notification subscriptions




The languages




Search preferences


If you change the user account properties you do not need to publish the user account object. It is activated the moment you save.


If required you can import your company’s existing user accounts in the mass.



 About HelpServer
 Starting up and logging on
 The basic working principles
 Using the content in help and documentation systems
 Formatting the content
 Searching and replacing text
 Reusing content with shares
 Navigating with hyperlinks
 Navigating with pointerpaths
 Using bookmarks and jumps
 Duplicating content with clones
 Using tables
 Including media files
 Navigating to web pages
 Using embedded chunks
 Including html code
 Navigating with menus
 Using snippets
 Spelling checking
 Using the view mode
 Creating an index
 Creating a FAQ
 Creating a glossary
 Team authoring
 Working with projects
 Setting up structured authoring
 Generating file based output
 Creating printed output
 Importing files and folders
 Loading files in the project gallery
 Converting legacy content
 Including legacy content in real time
 Transferring objects between installations
 Customizing the look and feel
 User accounts
 About user accounts
 Defining user groups
 Defining user accounts
 The password
 The favorites
 The languages
 The connectivity of the user account
 Disconnected user accounts
 Controlling the active Workbench sessions
 Working with templates
 Working with metadata
 Workflow management
 Using event exits
 Appendix A: The URL parameters
 Appendix B: The object indicators
 Appendix C: Play Javascript