SmartDMS
// Getting started

The SmartDMS Guide

Everything from your first upload to approval chains and plain-English search — in thirteen short chapters.

// Chapter 09

Invite your team

Invite teammates by email, start each person from a sensible role preset, and adjust their permissions to fit the work.

Send an invitation

Solo is the single-user plan. Starter and every higher plan include unlimited users.

  1. Open the Team page

    Team management is available to people who have the Manage Users permission.

  2. Enter an email and starting role

    Choose Admin, Member, or Viewer. Owner is never an invitational role.

  3. Send the single-use link

    The invitation expires after 7 days. Pending invitations remain visible and can be revoked before they are accepted.

  4. The invitee completes setup

    They choose a name and a password of at least 8 characters, then SmartDMS signs them in automatically.

Choose a role preset

  • Admin: starts with all 14 named permissions, including the permissions labeled for users, workflows, connections, and billing.
  • Member: starts with Upload, Edit Document Data, Organize & File, Approve / Review, View & Search, and Download / Export.
  • Viewer: starts with View & Search only.

Presets are a starting point. A Manage Users holder can replace a member's set from the 14 named permissions, including separate controls for delete, history, connections, workflows, users, and billing.

The organization owner always has every permission. The owner's role and permissions cannot be changed, and the owner cannot be deactivated. The current Billing screen remains owner-only even though Billing is one of the named permissions; non-owners see Owner access required.

Use SSO when configured

Available on Business and up

Google or Microsoft single sign-on can connect an existing active user or a pending invitation; it is not a public self-registration path.

MFA is a separate security setting

When your organization's MFA setting applies, an enrolled user verifies with a six-digit authenticator code or recovery code. An unenrolled user is guided through QR setup and receives one-time recovery codes.