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Managing User Access

In SmartLink, access to applications can be granted to a user in two ways:

  • Via a Folder — by adding the user to a folder, they automatically gain access to all applications within that folder. This is the recommended method for consistent access management by team or service.
  • Directly — by sharing a specific application with the user, regardless of any folder.

Accessing Access Management​

From the list of users, open the actions menu (⋮) and click on Manage Access.

Click on "Manage Access" to access access management

You will be taken to the access management page, which displays the folders and applications the user has access to.

01.shares-page-overview

Folders Tab​

Adding Access to a Folder​

Folders are displayed in a tree structure. Icons indicate the access status:

  • 🟡 Yellow — access granted
  • 🔵 Blue — folder administrator
  • ⚫ Gray — access not granted

Hover over a folder with no access (gray) to reveal the + button, then click to grant access.

Hover over a folder with no access to reveal the + button

After adding access, the folder turns yellow. The user now has access to all applications within that folder.

The folder turns yellow — the user has access to all its applications

Viewing Folder Details​

Click on an authorized folder to display its details panel on the right. You can see the list of applications within that folder.

04.folder-overview

Setting the User as Folder Administrator​

In the details panel, toggle the Administrator switch to grant administrative rights of the folder to the user. The folder will then turn blue.

Toggle the switch to designate the user as the folder administrator

Choosing Administrative Rights​

When the user is an administrator of a folder, you can refine their rights by selecting specific permissions they have on that folder.

Set specific administrative rights granted on this folder

Removing Access to a Folder​

Hover over an authorized folder to reveal the - button, then click to remove access. The user will then lose access to all applications within that folder.

Hover over an authorized folder and click on - to remove access

Applications Tab​

The Applications tab allows for managing direct access to applications, independent of any folder.

The Applications tab allows for managing direct access to apps, without going through a folder

Sharing an Application Directly​

Use the search bar to find an application, then click on it to directly assign it to the user.

Search for an application and click on it to assign it directly to the user

Removing Direct Access to an Application​

Directly shared applications are listed below. Hover over an application to reveal the delete button, then click to remove access.

Hover over an application and click on × to remove direct access

Reset All Access​

The Reset button removes all folder and direct application access for the user. Confirmation is required before proceeding.

Click on Reset to remove all folder and application access

Confirm the removal of all access

Copy Access from Another User​

After resetting access, you can copy the access configuration from another user. Click on the Compare Access button in the toolbar.

Click on Compare Access to copy the configuration from another user

Select the user whose access configuration you want to copy. The page will then display both configurations side by side for comparison.

Select the user whose access configuration you want to copy

Both users' access are displayed side by side for comparison

Click on Copy Access to apply the other user's configuration.

Click on Copy Access to apply the other user's configuration