Setting up a group of users will allow us to quickly and easily give all its members access to further content in future. We call this group “ttbstaff”, and give every member access to our new document by ticking it under “individual items”:
With the group ready, we can add our users. Here we’ve created a spreadsheet of 300 bank staff, and noted that they should all be placed into the group “ttbstaff”. We’ve set the same password for each; an alternative approach would be to set random passwords and require each member of staff to perform a reset to choose their own.
We upload this list straight into Appthenticate using the Batch Upload function, and it creates new accounts for all 300 users in just a few seconds. Each user is placed into the group “ttbstaff”, granting them specific access to the January 2017 update we’ve just uploaded.
With that upload complete, everything is set. If we open the app, nothing appears to have changed – only the 2016 annual report is visible. But if we tap My Account, and log in using one of the accounts we just created:
Appthenticate validates this login, confirming that the user – email@example.com – is a member of the group we created, and should be shown the January 2017 update. Less than a second later, it appears in the library:
.. so all the bank’s staff can now download this new document. As the administrator, we could monitor who is downloading the document, and when, from the Appthenticate main menu – or we can download this usage data as a CSV file for analysis.
It’s important to note that this rather lengthy process need only be completed once. Now that we have 300 users managed by Appthenticate, all in one group, we could grant them access to future content by simply editing the group and selecting our new document – three clicks, and the process is complete. This is the key advantage of using a group rather than managing users individually.
The setup we’ve shown here is just one of the ways that Appthenticate and Mag+ Designd can be used to manage distribution of business documents. If you’d like to discuss other options, please just drop us an email – firstname.lastname@example.org – and we’d be happy to help.