Managing Access and Users in Cocoon Data
One of Cocoon Data's prime benefits is its user management controls, which allows you to add and remove users as needed. These users could be a part of your organization for a day or indefinitely – it's entirely up to you!
There are two primary methods to add new users to your organization in Cocoon Data.
Method 1: Sharing a File
Firstly, select the file you wish to share, and input the new user's details. Upon clicking
Share, the new user will receive an email invite to join your organization and instructions on how to access the shared file. It's worth noting, however, that with this method, the user will only be invited to join as a collaborator. If the user does not accept the invite, they remain as 'adhoc users', accounts that are inactive and not considered collaborators unless activated.
Method 2: Admin Portal
The second method involves using your organization’s admin portal, which provides more comprehensive user management controls, such as setting users up as originators or managing their account in other ways.
To access the admin portal, you'll need administrator permissions. Once inside, click on
Users to view all individuals affiliated with your organization. To add a user, click
Add New, input the user's email, and designate their role.
If no role is selected, the user will be considered an adhoc user. In contrast, selecting the collaborator role enables the user to work with the originator's files and folders, with certain restrictions. Collaborators do not have their own storage allocation and use the Originator’s storage plan.
Selecting the originator role, on the other hand, allows the user to have their own storage plan. As an originator, the user will have full access to Cocoon Data's features.
Additionally, you can designate a user as an administrator, providing them access to the admin portal where they can alter organization settings, manage users, classifications, whitelists, etc.
Removing a user from Cocoon Data is a straightforward process. Select the user you wish to remove by clicking the checkbox next to their name, then click the
Delete icon (represented as a bin).
If the user doesn't own any files in Cocoon Data, a confirmation pop-up will appear. If the user does own files, you'll be given options to either delete their files or transfer the file ownership to another user.
Once completed, the user will be successfully removed from Cocoon Data and will no longer be able to access any files shared by your organization.