This article describes how to add new users to DRACOON so that they can they can access data rooms and, if necessary, perform administrative tasks.

Control of available user accounts
New users can be created in DRACOON as long as your booked user quota is is not yet exhausted. The number of your still available user accounts is displayed in the left sidebar below after clicking Settings is displayed.

You can book additional user accounts with your sales contact at DRACOON. book, should your user quota run out or be depleted.

Manually create a new user

1. Click Settings in the left sidebar. The Users section will be displayed automatically.
2. In the right sidebar, click on. Create User. (The command is only visible as long as you have not selected an existing user).
3. The dialog box for creating a new user is displayed: 
4. Fill in the relevant fields.

   Mandatory fields

   • Email address: For each user in DRACOON, an email address must be an e-mail address must be stored. The user receives to this address notifications. from the DRACOON system by e-mail, e.g. after adding the user to a data room.
     If the authentication method for the user is set to "Local User" is set as the authentication method for the user, the e-mail address will also serve as a login name (user name), and the user will also receive a welcome message after created as a local user, the user will receive a welcome email with the first login data. The field Language of the access data email defines the language of this welcome email.
   • First name: First name of the user.
   • Last name: Last name of the user.
   • Authentication method: Specifies through which user directory the user authenticates to DRACOON.
     The default setting is "Local user", i.e. direct DRACOON's own user directory (the user does not authenticate via Active not via Active Directory or another user directory connected via OpenID Connect connected user directory). With this setting the value in the username field serves as the login name.
     If under Settings > Authentication an external user directory (Active Directory, OpenID Connect) was connected to DRACOON, this can be selected this can be selected instead of "Local User".
     With the selection of "OpenID Connect" two further fields become visible to select the desired OpenID provider and to define the OpenID Connect user. the OpenID Connect username for the user's login.
     If "Active Directory" is selected, two further fields will be visible to select the desired Active Directory server and to define the Active Directory the Active Directory username to login.

   Optional fields

   .
   • Username: This field is only relevant if. "Local user" is selected as the authentication method. In this case, the username serves as the login identifier when the user logs in. of the user. If you leave the username field empty field empty, the user's e-mail address is automatically used as the username. will be used.

     . A username cannot be used if another user already has that username. other user has that username. In this case In this case, specify a different user name.

   • Phone number: phone number of the user. This is only displayed in the user management and can only be viewed by the user can see it. The phone number has purely informative character and is not used for DRACOON functionalities.
   • Delete user automatically: If you check this box. checkbox, an expiration date can be set for the user. After its expiration, the user is automatically removed from DRACOON and loses all previous permissions on data rooms. With this setting temporary users are possible in DRACOON, which should have e.g. only temporarily access to DRACOON.
     More information about user expiration.
5. When you have filled in all the required fields, click on the button Create user.
6. You now have in the dialog box under Add to groups. you can add the newly created user to one or more existing groups. existing groups. If you wish to do so, in the Select group field, type. enter part of the group name you want, and click the desired Group in the search result.
7. Click the Add to Groups button, to add the new user to the selected groups, or on. Skip if you do not want to add the new user to groups at this time. add the new user to groups.

   . A user can also be add to groups later at any time. be added.

 Frequent activities after creating a new user:.

Add the user to a data room
. Add the user to multiple data rooms
Assign the user roles to manage DRACOON.

Automatically create users on first login via Active Directory or OpenID Connect

If under Settings > Authentication an Active Directory or another user directory is connected over OpenID Connect to DRACOON, the automatic creation of users can be activated there in DRACOON with the first Login. In this case users must not be created manually in DRACOON, but these are created automatically in DRACOON after the first successful login with DRACOON over the Active Directory or OpenID Connect. If desired, the new user can also be automatically assigned to a group in DRACOON and thus immediately get access to certain data rooms..

Enable automatic creation of users on first login via Active Directory.

If you have already connected an Active Directory to DRACOON, you can activate the automatic creation of users in DRACOON as follows:

1. Click on Settings in the left sidebar. and then click on Authentication.
2. Click on the Active Directory tab.
3. Click the pencil icon next to your Active Directory entry. 
4. The Configure Active Directory Server dialog box is displayed. is displayed. In it, enable the switch Create local users automatically. 
5. If you want created new users to be automatically added right away to a specific DRACOON group to be added, enter the name of the group in the user group field. Example: 

   You can only select one group at this point - it is not possible to automatically add new users to multiple groups.

Enable automatic creation of users on first login via OpenID Connect.

If you have already connected an OpenID provider to DRACOON, you can enable the automatic creation of users in DRACOON as follows:

1. Click on Settings in the left sidebar. and then click on Authentication.
2. Click on the OpenID Connect tab.
3. Click the pencil icon next to your OpenID provider entry. 
4. The Configure OpenID Provider dialog box appears. In it, enable the switch Create local users automatically. 
5. If you want created new users to be automatically added right away to a specific DRACOON group to be added, enter the name of the group in the user group field. Example: 

   You can only select one group at this point - it is not possible to automatically add new users to multiple groups.