Team

When you register a subscription for Doc Gen, you will automatically have full administrative rights. You can invite individuals, both inside and outside your organization. This is where you assign rights and privileges. Anyone can register themselves as a user in Doc Gen, but they must be connected to an organization with a valid subscription to access any of the functionalities within the platform. A user can be connected to one or multiple companies.

Administrators can invite users and set their access rights and privileges in the Team menu. This is also where administrators can disable and revoke access rights and privileges for users.

Invite

To invite a person to your Doc Gen communication hub, you need to navigate to the Invite menu under Teams. Enter the e-mail address of the individual you want to invite, then select the role. The new user will receive an email notifying them that they have been granted access to your communication hub. If this is the first time an individual has access to Doc Gen, they will be asked to complete their profile.

You can track the statuses of your invites in the overview:

Manage

In the Manage section, you can change users’ access rights and privileges. You can also remove them from your Doc Gen communication hub. A user account is personal, but you as an admin can manage access to your organization’s solutions in Doc Gen.

Access

The Access section is where administrators assign users to different groups such as HR, Sales, Marketing, etcetera. In Doc Gen, groups are used to allocate specific rights and functions to users. You can create your own groups by clicking the “New group” button. You can also remove groups if they are no longer needed.

Roles

Roles is where you, as an administrator, decide which applications and functionalities a user can access. For example, a Developer will have access to Studio to develop Smartforms, and Dialogs. A user from the HR department will only have access to Dialogs and specific Dialogs applicable to that role.

Administrators can add new roles and make changes to existing roles.

Azure AD Integration

The Azure AD Integration allows you to connect your organization’s Azure Active Directory to Doc Gen. This enables automatic user management and role-based access control using Azure AD groups and roles.

Connect to Azure AD

To enable the integration:

1. Go to Administration → Integration
2. Locate Azure AD Integration
3. Click Connect to Azure AD
4. Complete the authentication flow

Once connected, your Azure AD tenant will be displayed (e.g., doxis.com).

Integration Settings

After connecting, you can configure how users are managed:

Auto Invite

• Enable auto-invite for users with matching tenant ID
• When enabled, users from your Azure AD tenant will automatically be invited when they log in

Block Manual Invitations

• Disable manual invitation functionality
• Prevents admins from inviting users manually
• Useful when user access is managed entirely through Azure AD (e.g., IGA systems)

Available App Roles

When Azure AD is connected, Doc Gen automatically retrieves available App Roles from Azure.

Examples:

• Admin
• Developer
• User
• Content Manager
• Auditor

These roles are defined in Azure AD and can be mapped to roles in Doc Gen.

Mapping Azure Roles to Doc Gen Roles

To control access in Doc Gen, you must map Azure AD roles to Doc Gen roles.

How it works

1. Azure AD provides a role (e.g., Developer)
2. You assign that role to a Doc Gen role
3. The Doc Gen role controls permissions and access within the platform

Configure Doc Gen Roles

When mapping roles, you can configure the following:

Permissions

Define what the user can do in Doc Gen:

• Access modules (e.g., Workflow, Studio, Support)
• Create, edit, or delete content
• Perform administrative actions

Product Access

Control which parts of Doc Gen the user can access:

• Enable or disable specific products
• Restrict access per role

Role Settings

Customize behavior for each role:

• Default access levels
• Visibility settings
• Feature restrictions

Example Flow

1. A user is assigned the Developer role in Azure AD
2. The Developer role is mapped to a Doc Gen Developer role
3. The Doc Gen role grants:
   • Access to Workflow
   • API configuration permissions
   • Limited administrative rights

➡️ When the user logs in, they automatically receive the correct access.

Best Practices

• Use Azure AD as the single source of truth for user roles
• Keep Doc Gen roles focused on permissions and product access
• Avoid manual invitations if Azure AD is managing users
• Regularly review role mappings to ensure correct access

Disconnect Azure AD

To remove the integration:

1. Go to Administration → Integration
2. Click Disconnect Azure AD

⚠️ This will stop synchronization of users and roles from Azure AD.