Everyone in docuflow-ai belongs to an organization. What a person can open is decided by their access roles, which grant menu items (pages). This page explains sign-in, inviting people and managing permissions.
Signing in#
| Method | Details |
|---|---|
| Microsoft account | Single sign-on with your Microsoft account (Microsoft Entra ID). First-time users are registered automatically. It also enables the Mail Messages view of your own mailbox. |
| Email and password | Register with an email address, confirm it from the email you receive, then sign in. Forgot password sends a reset link. |
The person who signs up first creates the organization and starts as an Organization manager. Everyone who joins afterwards starts as an
Organization user. Both defaults are system parameters (DefaultUserAccessRoleName, ProceedingUserAccessRoleName).
Inviting people#
- Open Users under Admin → Organization Management → User Management.
- Click Invite user, enter the email address and click Send. You can also Copy the invitation link and share it yourself.
- The invitee opens the link, signs in or registers, and joins your organization. Links expire after 24 hours (
InvitationLinkLifeTime).
Pending and past invitations are listed under User Invites. From the Users page you can also set each user's department, language, time zone and theme, send a password reset email, and synchronize users from Active Directory.
Access roles#
| Role | Intended for | Typical pages |
|---|---|---|
| Organization user | Everyday users | Dashboard, Documents, Document upload, AI Jobs, My reports, Search, Account Management, Documentation (opens in a new tab) |
| Organization manager | Administrators of one organization | Everything above, plus Users, invitations, departments, Initial Setup, Duplicated documents, Billing and logs |
| Platform admin | The team operating docuflow-ai | Everything, including system administration, AI settings, reference data, platform management and platform logs |
A user can hold several roles; they see the union of what each role grants.
How permissions work#
Every page is a menu item. A user can open a page only if one of their roles is granted that menu item; the menu shows only those pages, and direct links to other pages are blocked.
| Page (Admin menu) | Use it to |
|---|---|
| User - Access roles | Give users roles. |
| Access role - Users | See and change who holds a role. |
| Menu Items - Access Roles / Access Role - Menu Items | Decide which pages a role can open (System administration → Menu Management). |
| User - Menu Item Exceptions | Add a page to, or remove it from, one specific user without changing their roles. |
| Departments / User - Department Roles | Organize users by department. |
| Menus, Menu Items, Menu - Menu Items | Change the structure of the navigation itself. |
Your account#
Click your name in the header to change your language or theme, change your password, or sign out.
Account Management shows your organization's name, creation date and user count; users who can open
this page can also rename the organization or delete it (deletion asks you to type DELETE).
DeletedTenantLifeTime) and then permanently purged together with
its documents, files and search indexes. This cannot be undone.
Activity and audit#
Changes made through the admin grids are recorded; use the history icon above a grid to see who changed what. Admin → Logs → Activity Logs lists user activity, and Email Logs lists the emails the system sent.