Standard User
Standard Users will have been granted permission to the library in one of 2 ways:
Using the “Everyone except Externals” permission
Using a security group eg.
To view which permission you have:
Open your library
Go to, the settings cog
in the top right of your screen
Click Site Permissions
Expand the Site Visitors section
You will see the name of the permission group that has been used on your library.
Add or remove a user to the permission Group
Using the “Everyone except Externals” permission
When a new user is added to your tenant, they are automatically added to this group.
When a staff member is offboarded, they automatically lose access to the library.
No further work is required.
Using a security group eg. “SmartDMS-AllUsers”
Ask your Microsoft Admin or IT company to add all new staff to this security. This should be setup as part of the Onboarding process.
When a staff member is Offboarded they should be removed from this security group.
Editors – Owners, Experts, Approvers
Editors are managed from the DMS Roles list
To add a user:
Go to Admin and select Assign Roles – DMS Roles
A list will open.
To add or remove a user from an existing Role select the Role and click Edit on the ribbon.
SmartDMS Internal Administrator
To add or remove an Internal Administrator please contact Custom365. Alternatively, ask your IT company to add/remove the user from the security group as follows.
Open your library
Go to, the settings cog
in the top right of your screen
Click Site Permissions
Expand the Site Owners section
Protected Folders
Does your new user need access to the Protected Folders in your library. If so, follow the instructions under the Protected Folders section (see Protected Policies & Permissions).