How To Create And Manage Bynder Users

Summary

As a Bynder administrator, you need to be able to create new users, as well as manage users once they are created. There are multiple ways to create users within Bynder. Users may be created directly, or by allowing them to register or by logging in via Single Sign-On (SSO).

Who?

This feature/solution is enabled by a Bynder Admin.

Don't have Bynder yet? Start Here.

Users who have the Manage Users, Manage Permission Profiles, Manage Login Configuration, and Manage Portal Settings permissions can create and manage users in their Bynder portals. Users will need Manage Users and Manage Permission Profiles in order to create and update a user. Without both users will be created, but not able to be updated with the appropriate permissions. 

Why?

Creating users is the first step to using Bynder. This article explains how to create users directly, in the Related Articles section you will find instructions on how to add users by Registration Form, or Single Sign-On (SSO).

How?

Adding A Single User

1. Navigate to Settings > Users & rights > User Management.

2. Click Add new user.

3. Fill in the required fields.

(Optional) Fill in the optional fields.

(Optional) Click the Groups dropdown to add the user to one or more user groups. 

4. Click the Set user profile dropdown and select the permission profile.

5. Check the Active box to activate the user account. Only active users can log in to Bynder.

Note: If this is not marked, the user cannot activate their account.

(Optional) Check the box to Send email notification if you want the user to receive a notification that their account has been created and to create their password.

(Optional) Check the SSO user box to ensure that the user can only sign in with their SSO credentials. This will prevent the user from setting their own Bynder username or password.

Note: If you do not see SSO user as a checkbox and would like to enable it in your account, please get in touch with Customer Support.

6. Click Save to create the user account.

 

Adding Multiple Users

1. Navigate to Settings > Users & rights > User Management.

2. Click Add multiple users.

Note: Up to 20 users can be added at a time.

3. Enter the email addresses you want to create accounts for in the text field.

Note: Make sure you separate the email addresses with a comma. Users with the same email but differing capitalization may result in a duplicate user account being created. 

4. Click the Active box to allow the users to log in to Bynder.

5. Click the Send email notification box if you want the users to receive a notification that their account has been created. By selecting this option, users can set up their passwords and add more profile details.

6. Click Save to create new users.

Note: We recommend pressing save and waiting, as multiple clicks can add users more than once. 

Editing Users

  1. Navigate to Settings > Users & rights > User Management.
  2. Click Fields to select which fields you want to display in User Management.
  3. Either navigate, filter, or search for the user you want to edit.
  4. Click the button next to the user, then select Edit.
    • Alternatively, check the box next to the users you'd like to update and then click the corresponding button in the top navigation bar to update the users in batch.
  5. Update the user information, then click Save.
    • You can edit up to 1000 users at once.
    • The SSO option might not be visible if you have not set up SSO.
    • A maximum of 20 groups can be assigned at once.

Changing The Status Of Users

  1. Navigate to Settings > Users & rights > User Management.
  2. Search for the user you would like to update.user_management_tool_bar.png
    • The users status will appear next to their name. You can filter the status by selecting the status you want to search in the top of the navigation.
  3. Click the three_dots.png  button next to the user.
  4. Select the configure-users_pencil.pngbutton.

  5. Check the box next to Active to activate the user, or uncheck the Active checkbox to deactivate the user.

    deactivate_user.png
  6. Click Save.

Batch Changing The Status Of Multiple Users

  1. Navigate to Settings > Users & rights > User Management.
  2. Search for the users you want to change the status(es) of.
  3. Check the box(es) next to the users you are changing the statuses of.
  4. Click Activate or Deactivate at the top of the navigation bar.
  5. Review the confirmation message, and click Activate or Deactivate to save.

Deactivating A User

When you deactivate an account, it remains available in the portal, but the user can no longer log in. You can only activate the user again after 180 days. If you want to activate it sooner, contact your Customer Support Contact. Users will not receive any notification that their account has been deactivated. Bynder will send out an e-mail when a user account is permanently deleted.

Deleting A User

  1. Navigate to Settings > Users & rights > User Management.
  2. Either navigate, filter, or search for the user you want to delete.
  3. Click three_dots.png next to the user.
    DELETE_USER.png
    • Alternatively, check the box next to the user(s) you want to delete.
  4. Click the trash button.
  5. Read the warning message and click Confirm. This action is permanent and cannot be undone.

Note: Assets and collections uploaded and created by a deleted user will remain available. The fields Added by and Created by will indicate Removed user.

For Bynder Express, any files that were shared by a deleted user will remain available until the expiration date. The field Sender in the Transfer History will no longer show any name. 

For Analytics Dashboards, their name will be deleted and will indicate Removed user.

Resending An Invite For New Users

  1. Navigate to Settings > Users & rights > User Management.
  2. Navigate to or search for the user.
  3. Click the three dots button next to the user profile.
  4. Click the pencil button to edit.

  5. Click the  resend_invite_.png button.

    RESEND_INVITE.png

Note: The Resend invite button will only be available on user accounts that are active, and have not yet set up a password.

FAQs

Can I share my Bynder account information with other users?

Sharing your account information or creating a shared, generic login for multiple users is in violation of Bynder's Terms of Service. To purchase additional seats, contact your Customer Success contact.

Should I deactivate or delete a user?

Deciding between deactivating and deleting depends on whether you need to preserve the user's history or comply with data privacy regulations.

  • Deactivate a user if they are leaving the company or no longer need access, but you want to keep their name attached to the assets they uploaded or the Collections they created. This is the recommended best practice for maintaining a clear audit trail and version history. Deactivation can be toggled on and off.

  • Delete a user only if you are required to remove all their personal data for legal or privacy reasons. Deletion is permanent. If you delete a user by mistake, you will need to create a new user profile from scratch.

Related Articles

How To Create And Manage Permission Profiles

How To Redirect Single Sign-On (SSO) Logins

How To Create A User Access Registration Form

How To Configure SAML, OpenID, And Google Single Sign-on (SSO)

Level: Proficient

Proficient-level articles are for users who have some prior Bynder knowledge. These articles require you to know the basics and may also require higher-level portal rights to accomplish the task outlined within the article. 

 
 

 

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