With a Lucidpress Team or Enterprise account, you can collaborate easily with your colleagues and customize your security settings to best fit the needs of your company.
To start a Lucidpress Team or Enterprise subscription or trial, visit our pricing page or contact our sales team. You can then create a team by navigating to the TEAM page in your account and clicking “Create Team.” After creating your team, you will see the Team Admin Dashboard, which is where you can perform all of your administrative work. See below for an overview of the different components of this page.
Note: Many of the screenshots used in this article are taken from the Lucidchart product because the admin processes are similar across both products. Please ignore this, and pretend they all display the Lucidpress interface!
The Users panel is where you will be doing the bulk of your administrative work, including managing licenses, adding and removing users, and creating groups of users within your team.
To navigate to your Users panel, click on the "Users" tile in your Team Management page.
When you are in your Users panel, click the "+User" button in the top right to begin adding users to your team.
There are four different ways by which you can add new users to your Lucidpress account. Click on the tabs on the left of your screen to access these options.
Add by Email
The easiest way to add users to your Lucidpress account is by email. Simply type in the user's email address and click the "Add to Team" button on the bottom right of the page.
If you would like to add more personalized information to your user’s account, you can select Add Manually from the tabs on the left. You will then be able to add the user’s first name, last name, and email, assign them to a group, and even set a password for them. After adding this information, click the "Add to Team" button on the bottom right of the page to create the new user.
Add by Domain
If you are integrated with Google you will have the option of adding users to your Lucidpress team by pulling a list of domains from your Google instance.
To add users by domain, select "Add by Domain" from the tabs on the left. A list of all the users in your Google instance who are not currently a part of your Lucidpress account will appear on your screen.
You can see whether a user currently has a Lucidpress account by navigating to the "Lucid User" column. Each user will display one of the three following statuses:
- Yes: The user currently has a personal Lucidpress account and you can invite them into your account.
- Pending: You have previously sent this user an invitation to join your account.
- No: This user does not currently have a Lucidpress account and you can add them directly into your account without an invitation.
To add users from the domain list to your account, select one or multiple and click the "Add to Team" button on the bottom right of the page.
If you would like to add a large number of your employees to your Lucidpress account, you can do so quickly with our CSV import feature. To upload using this method, create a spreadsheet in the format below and then save it as a .csv file. To import this file, click “choose file,” select your list, and click the "Add to Team" button on the bottom right of your page.
To download an example document that you can use as a template, click the "Download Example File" link.
Your Lucidpress account has a parent group that encompasses all of the users on the account. Within this parent group, you can create sub-groups to organize your users based on department, region, or other criterion. By creating subgroups, you can facilitate user management and promote easy file sharing between users on your team.
To create a subgroup, click on the pencil to the right of the parent group in your Users panel. A menu will pop up displaying the options “Rename Team” and “Create Group.” Select “Create Group.”
Assigning Team Members to Groups
Once you have created a group, you can easily add team members to it. To do so, navigate to the parent list of team members on your account by clicking on the parent group. Select the checkboxes to the left of the names of the teammates you want to add to the group, and then click “Edit” under the "Teams & Groups" tab on the right of your screen. You can then add the team members to the group by clicking the + button to the right of the group name. The group will show up under “Current Groups,” and you can add multiple groups at one time. Click “Confirm.”
Sharing to Groups
Group members can share documents to any group they are a part of. Any person who is added to a group will have access to all the documents and shapes that have been previously been shared to the group.
Accessing Shared Folders / Documents
Any folders shared with you will appear on the left of your documents page and display the shared folder icon.
You can access any individual files that are shared with you by clicking "Shared with Me" underneath your folders.
Your Lucidpress account can consist of two different types of users:
- Licensed Users: These users can create, edit, and share documents.
- View-only Users: These users can view any documents shared with them, but cannot create, edit, or share any documents themselves. You may have as many view-only users on your account as you’d like for no extra cost.
Note: Many companies will take advantage of this allowance and pull all their employees into Lucidpress, using the platform as a repository of up-to-date processes and charts.
Filtering Types of Users
You can quickly differentiate between the types of users on your account by clicking the "All Users" dropdown on the left of your Users Panel and selecting the view that you would like to see. You can view the following:
- All Users: All users regardless of license type.
- Licensed Users: Only users who have a Lucidpress license.
- View-only Users: Only users who do not have a Lucidpress license.
- Pending Invitations: Individuals invited to your organization’s Lucidpress account who have not yet accepted the invitation to join.
- Requested Lucidpress: View-only users who have requested a Lucidpress license.
You can delete a user by right-clicking on the user’s name and selecting "Delete Users."" A dialogue box will appear displaying the number of documents and the amount of storage used by that user. You will have the option to transfer the files to another person within your organization by typing an email address in the "New Document Owner" field. This field will auto-populate with users currently on your account.
As an admin you can easily reassign licenses to users within your account. To do this, select a user by clicking on their name. Click "Edit" next to "Licenses" on the right hand side of your screen. In the window that pops up, check or uncheck the box next to "Lucidpress" under "Licenses" to add or take away that user’s license. If you remove that user’s license, you will have the option to transfer the user’s files to another person within your organization by typing an email address in the "New Document Owner" field. This field will auto-populate with users currently on your account.
In the Brand and Team Assets panel, you can upload and manage colors, images and fonts associated with your company so that team members can easily access them when designing documents. For an overview of this feature, please check out our Brand Assets article.
In the Identity Management Panel of the Admin Panel, you can customize your security settings in Lucidpress to match the security settings of your organization.
In addition to allowing the traditional method of email and password log ins, Lucidpress integrates with the following Single Sign-On (SSO) applications.
- Google SSO
- Office 365
- SAML (Unless this SSO method is set as the default sign-on method, users will be able to log in through the SAML API but will not be able to use SAML to log in through the Lucidpress API.)
You can enable and disable different log in methods by navigating to the User Sign In tab in the Indentity Management panel and checking or unchecking the boxes next to the different methods. When you have more than one method selected, users will be able to select their desired log in method after typing their email address into the Lucidpress log in page.
In the User Sign In tab, you can also set your team’s default authentication method. This is the log in method that users will encounter when they click “Next” or hit the “Enter” key after typing their email address into the Lucidpress log in page. For example, the Lucidpress team has Google SSO set up as our default sign-on method, so employees will be directed to log in with Google when they click “Next” or hit “Enter.”
Restrict User Log In to Whitelisted IP Addresses
If you would like your employees to only be able to log in to Lucidpress from specific locations, check this box and whitelist certain IP addresses by typing them into the field below.
Note: This feature will not prevent users from logging in with a whitelisted IP address and then moving to another address that is not whitelisted.
CIDR Notation: This feature requires CIDR notation to denote IP ranges, e.g. 192.168.2.0/24.
If your organization allows email and password log in, you can change the settings in the Password Policy tab to increase the security of your users’ passwords.
Force Password Reset
By pressing this button, you will force a password reset for every member of your organization. When a user logs in after you do this, they will be prompted to change their password.
Domain Lockdown is an Enterprise feature that allows you to control the security settings for users on your domain.
If you enable domain lockdown, users who attempt to sign up for a Lucidpress account will be notified that an enterprise account already exists with their given domain and they will be redirected to verify their identity. Once they have verified their identity, they will be pulled into your organization’s Lucidpress account.
The domain lockdown feature prevents users from creating unauthorized teams outside of your team account and allows you to set security standards for your entire organization.
You can select one of the following options for verifying your user’s identities.
- Confirmation email: The user will receive an email with a confirmation link. Once they click on the link, they will be pulled into your Lucidpress account.
- SAML authentication: This option will redirect users to your organization’s SAML instance. Once they log in successfully they will be pulled into your account.
- Google SSO authentication: This option will redirect users to authenticate via Google SSO. Once they have successfully logged in, they will be pulled into your Lucidpress account.
- Office 365 SSO authentication: This option will redirect your users to authenticate via their Office 365 credentials. Once they have successfully logged in, they will be pulled into your Lucidpress account.
- Redirect to custom authentication URL: This allows users to redirect to a different SSO provider via an authentication URL.
Note: Due to the security demands of domain lockdown, you will need to click the "Contact Support" link to fill out a request form.
Lucidpress understands that every company has different security concerns when it comes to their documents. Lucidpress offers many different sharing options so that you can adjust your team’s sharing settings to meet your security needs. To make these changes, click on the Collaboration Panel.
Access Google Hangouts within the Product
In the “Basic” tab of the Collaboration Panel, you can enable Google Hangouts in your team’s Lucidpress instance if your company is integrated with Google. When this feature is enabled, users currently editing a document can create a Hangout with everyone else who is editing that document by clicking on the chat icon located toward the bottom of their Dock.
Access Images Uploaded by Other Team Members
Select this option to enable access across your team to images uploaded by team members. After a team member uploads an image, other users will be able to access this image by clicking on the image icon in the top left corner of their canvas and selecting “Image Manager.” Here users will be able to see all images that have ever been uploaded by their team members.
Share with Entire Team
This feature enables users to share documents with the parent organization. They can do this by clicking “Share” and then typing in your organization's name. When they click “Send,” the document will be shared with the entire organization.
Share Documents on Social Networks (Facebook, Twitter, etc.)
In the “Advanced” tab of the Collaboration Panel, you can enable document sharing to social networks from your account, and allow users to post their documents to social networks such as Facebook and Twitter. To do this, users must click “Share” in the top right corner of their editor. They then must select the blue “Advanced” link and navigate to the “Social” tab. Here the user will find links to several social media websites.
Publish Documents to Web Pages
By enabling this feature, you will allow users to publish documents to web pages. Users can do so by navigating to Share > Advanced > Embed, then highlighting and copying the base html code from the text field. They can then embed this code in your company website code, and the Lucidpress document will display on your website.
The document will be published in a Lucidpress rich-view, which is a setting that will allow viewers to move between pages, zoom in and out, and follow any action links embedded in the document.
Generate Access Link for Public Document Sharing
Select this option to allow users on your team to share view-only versions of documents to people who are not on your Lucidpress account.
Users on your account can share published URLs to documents by navigating to Share > Advanced > Publish. In the “Publish” page, they must make sure that “Full document (URL)” is selected in the grey drop-down box. They can check the box next to “Require Password” to create a password for the link. They then must click the blue “Generate Link” box to create the URL. From here, the blue chain-link will generate a shareable link for the document, and the blue “URL” text will navigate the user to a view-only version of the document.
Accept an Invite to Leave Your Team and Join Another Team
If this option is selected, users will be able accept an invite to leave your organization’s Lucidpress account and join another organization’s Lucidpress account.
Use Standard Templates (Otherwise Restrict to Team and Individual Templates)
When this option is selected, users will be able to use the standard templates provided by Lucidpress. Otherwise, users will only be able to access their individual templates and previously created team templates.
Enable Bing Image and Icon Finder Search
Although Lucidpress offers a robust shape library with many shapes for you to choose from, our library may not have every shape that you’re searching for. To help with your search, Lucidpress allows users to search Bing images and Iconfinder for additional shapes.
Users can access the Lucidpress search feature by clicking oh the spyglass in the top left corner of their editor. They can then search for shapes or images in our shape library, Bing images, or Iconfinder.
Depending on the sensitivity of your information, you may want to restrict sharing on your team to specified domains.
- Do not restrict sharing by domain: When this option is selected, users will be able to share information to users on any domain.
- Warn team members who share documents to emails outside given domains: When this option is selected, a warning message will be sent to a user whenever that user attempts to share a document outside the whitelisted domains.
- Restrict sharing to specific domains: When this option is selected, users will only be able to share documents to people with whitelisted domains. If a user attempts to share outside of the whitelist they will get a notification saying that they are not allowed to do so.
Note: If you select any domain restrictions, be sure to whitelist the permitted domains. If you don’t do this, everyone will be warned and restricted every time they attempt to share a document.
The document Approval Process allows team admins to manage their team’s document exports by requiring users to request approval before downloading, printing, or publishing their Lucidpress documents. To submit an approval request for changed made to a document, users can click on the blue “Request Approval” button in the top right corner of their document screen.
They will then be invited to select an admin to request approval from and send a custom message to that admin.
The admin can find a document that has been submitted to them for approval in their “Shared with Me” folder on their documents page. When they open the document, a blue “Review & Approve” button will display in the top right corner, which they can click on to navigate to the “Approve Document” dialog box.
In this box, they can select whether or not to approve the document and also send a message back to the user.
Users and admins can see the status of shared documents in their documents pages. A document will display an hourglass if it is waiting for approval, a blue check mark if it has been approved, or a red x if approval has been denied.
In the App Integration panel, you can manage your Team’s integrations with tools and platforms external to Lucidpress. Please visit the articles in the Integration section of our help center for specific information about installing and managing each integration.
In the Licensing panel, you can adjust the licensing settings of your account to control how your account grows. You can set your account to grow organically or require that each license request is audited.
- When a new user joins a team: Select “Automatically grant license” to give a user a license as soon as they join your team, either after you have added them as a user or they have come in via domain lockdown.
- When a user requests a license: Select “Automatically grant license” to grant users a license when they request it.
- When no more licenses are available: Select to “Automatically upgrade team to a larger size” to allow your account to grow organically without needing to reach out to Lucidpress for each license increase. When this feature is enabled, your licenses will increase in increments of ten.
- Allow non-admins to invite new users to team: Select an option from this list to control whether non-admins can invite new users to your team. By allowing non-admins to add new users, you can ensure that members of your team will be able to share documents with anyone.
Customize Lucidpress License Request Dialogue
If you need to customize your license request process, check the box next to “Enable custom dialog.” You can then edit the following fields:
- Custom dialog: If you would like new users to see a custom message, you can type that message here.
- Dialog Button Label: If you would like to edit the text on the License request button you can do so here.
- Dialog Button URL: If you would like to add an http, https, or mailto link you can do so here.
Here is an example of a mailto link that you can use to automatically fill out a license request in the user’s default mail application:
mailto:firstname.lastname@example.org?subject=Lucidpress License Request&&cc=DanielK@lucidpress.com&body=Hi Arick, I requested a license so I can...(please specify your use case).
If your company is a bigger organization and you’re worried about getting a large amount of license requests in your email every day, you can navigate to the “Notifications” tab and select to “Receive a single weekly digest of license requests” instead of instant notifications.