External Access

External Access

The DMS Mobile DESK can be used to grant external users direct access to documents archived in STP.Documents.OnPremise. The following steps are required:

1. Create the external user with an email address in the on-premises STP UserManagement (not an AD user).

2. Assign the “CloudAccess” group so that the external user is synchronized to the cloud.

3. Assign the “Alle DMS” group so that the external user can access DMS.

4. Be sure to check the “restricted” option so that the external user does not automatically have access to all files in “Alle DMS”.

   

5. In the Cloud UserManagement, assign the “Documents.User” group to the external user to grant access to DMS Mobile DESK.

6. Start the password reset process for the external user to onboard them.

The external user will receive a password reset email and set their own password. Afterwards, they will need to register their device in DMS Mobile DESK, which can then be approved by the administrator. This process is identical to the process for law firm employees.

Permissions

The external user will initially have no access to files and documents. Access rights to files and documents can be granted as usual in STP.Documents.OnPremise.

Granting external users access to internal files is risky from a compliance perspective. This risk can be reduced by creating a dedicated “external file” specifically for document exchange with the external user.

The cloud user group “Documents.User” allows the external user to make simple requests to DMS and view authorized documents. If more features are required, such as downloading or uploading documents, additional permission groups can be assigned to the external user in Cloud UserManagement. See permissions for more information.