An Organization Admin can use the Account Admin portal to manage your Drawboard Projects account. The Account Admin portal lets you manage users, see and manage all the workspaces and projects that users have created, and change other general organization-wide account settings.
The user who created your account is the first Organization Admin, and they can give any other user Organization Admin privileges.
In this article, we'll run through:
Accessing the Account Admin portal
Available on: Web app
If you're an Organization Admin, you can access the Account Admin portal by clicking your name in the bottom left corner of the Drawboard Projects Web app, then clicking Account Admin.
If you don't have this menu option, but need to help manage your company's Drawboard Projects account, you'll need to ask an existing Organization Admin to grant you access.
Managing Users
The User Directory section of the Account Admin portal shows you all the users in your account.
Adding new users
Open the Account Admin portal and navigate to the User Directory.
Click + New user
In the dialogue that appears, enter the email addresses of the users you'd like to add to your Drawboard Projects account.
These users will receive an email with an invitation to join your Organization account. Once they've opened this email, they can click the Join organization link, choose a password, accept the terms of use, and click the Create account button to get started.
Note: If you get an error when sending an organization invite, it may be because the user is or was previously a part of your organization. If a user was once active in your organization but has since been de-activated, you won't be able to add them as a 'New user'. To re-activate them, navigate to the Disabled tab in the User Directory, tap the three dots to the right of the user and then select Restore.
Disabling users
If you have a user you wish to prevent accessing your account, you can disable them from the User Directory. This will prevent them from logging in, and if they happen to have an active session in the Web, iOS or Windows apps, nothing they do anymore will be saved to the cloud.
To disable a user:
- Navigate to the User Directory in the Account Admin portal
- Locate the user you wish to disable
- Click the More (...) button next to that user, and select Disable User
- Click Confirm
- This user is now disabled, and will appear in the Disabled Users section of the User Directory
Note: Disabling a user does not remove their license. To remove a disabled user from your billing account, follow the steps to remove a seat.
Adding new Organization Admins
To add a new Organization Admin:
- Navigate to the User Directory in the Account Admin portal
- Locate the user you wish to grant Organization Admin privileges to
- Click the More (...) button next to that user, and select Make admin
- Click Confirm
- This user now has Organization Admin privileges, and their entry in the User Directory will update to reflect this
To remove Organization Admin privileges from a user, follow the same steps but select Revoke admin privileges.
Billing
From the Billing section of the Account Admin portal, Organization Admins can:
Tip: If you currently receive invoices and pay them by bank transfer or manual credit card payment, you won’t be able to change your plan or manage your seats on the Billing screen. You will need to contact your Drawboard account representative.
View your organization's seat usage
Drawboard Projects is licensed on a per-seat basis. In the Account Admin portal, Organization Admins can see the number of seats their organization has available:
- In the Billing section under Plan Overview and Plan Usage
Organization Admins also have the ability to add and remove seats in their Drawboard Projects account.
How to add seats
- From the Account Admin portal, navigate to Billing
- Select Manage Seats
- Use the (+) button to add seats or add your preferred number of seats in the Seats field.
Note: you will be charged for additional seats. You will be charged a prorated amount that is calculated from the time you add more seats to the time of your next regular payment.
How to remove seats
- From the Account Admin portal, navigate to Billing
- Select Manage Seats
- Use the (-) button to remove seats or add your preferred number of seats in the Seats field.
Note: you can only remove the number of seats that your organization has freely available/unused. If you would like to remove more seats than you currently have available/unused, you will need to disable users from the User Directory first.
How to reallocate a seat to new team member
From time to time, Organization Admins may want to reallocate a seat from one user to another. Let’s say a member in your team has left your organization and you would like to reallocate their seat to a new team member. First, you will need to disable the user from the User directory. Once they have been disabled, a new seat will become available which you can then allocate to another user.
To do this, follow the steps to Add a new user.
Access your organization’s invoices
To access your organization’s invoices:
- From the Billing section, navigate to Access Invoice History, Change Address & Payment Method
- Select Billing History
All invoices associated with your account will be displayed. To download, tap the download button next to the invoice/s that you would like to download.
Update your payment method
To update the credit card details associated with your Drawboard Projects account:
- From the Billing section, tap Access Invoice History, Change Address & Payment method button
- Select Payment Methods
- Fill in your billing information and credit card details
- Select Add
Your new credit card will then be applied to all future payments.
Change your billing contact
To change your organization’s billing contact:
- From the Billing section, tap Change Billing Contact button
- Fill in your details and then Tap Save
Change your billing address
To change your organization’s billing address:
- From the Billing section, tap Access Invoice History, Change Address & Payment method button
- Select Billing & Shipping Addresses
- Fill in your billing details
- Select Update
Audit log
Users can see activity logs via the Audit log section in the Account admin portal. Understand which actions have been performed by which user and when. Users can filter logs by event and by date.
API Keys and Webhooks
Drawboard Projects users can build custom solutions that enable them to integrate Drawboard Projects with other tools and platforms using API keys and webhooks. Available to Enterprise customers. See more here.
Security
Teams on the Enterprise plan have the capability to configure their workspace & projects settings in various ways to enhance organizational control and security. Organization Admins can configure workspace and projects setting via the Security section in the Account admin portal.
- Tap your name in the bottom left corner of Drawboard Projects
- Select Account Admin
- Select Security
Deciding who can create and delete workspaces
At an organization level, Organization Admins can decide who can create and delete workspaces in their Drawboard Projects account:
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Anyone: Any user in the organization can create and delete workspaces
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Organization Admins only: Only Organization Admins can create and delete workspaces
Deciding who can create projects
At an organization level, Organization Admins can configure who can create projects in their Drawboard Projects account:
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Let Workspace Admins decide: Workspace Admins can decide at a workspace level
- Workspace & Organization Admins only
- Organization Admins
Setting workspace and project invitation restrictions
At an organization level, Organization Admins can set restrictions on who can be invited to join projects and workspaces. Organization Admins can decide whether they would like invitation restrictions to be set at a workspace level or at an organization level.
Organization Admins can configure these restrictions in the following ways:
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Let Workspace Admins decide: Workspace Admins can set the restrictions for their workspace
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Allow only specific domains: Organization admins can set the domains for which email addresses are allowed to be invited at either the organization level or the workspace level.
Allowing specific domains
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General restriction: restrictions apply to all workspaces and projects
In this field Organization Admins can add the domain/s that they would like to be allowed. For example, if you only want users with drawboard.com email addresses to be able to be invited to workspaces and projects, enter drawboard.com.
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Workspaces with different restrictions: restrictions can be applied to specific workspaces
Organization Admins can set domain restrictions for individual workspaces. This can be helpful if you are working with external contributors and you would like your team to be able to invite them to a specific workspace. You can add their email domain to ensure that your team will be able to invite them while ensuring that other domains are not allowed.
To add restrictions to an additional workspace, tap + Add workspace.
To have a workspace with no restriction, leave this textbox blank.
Accessing projects
Organization Admins are able to see, manage and access all workspaces and projects in your Drawboard Projects account. They are able to perform governance across your entire account, and can for example invite and remove members from all workspace and projects.
To access all projects and workspaces, navigate to the Projects or Workspaces lists in the Account Admin portal. Clicking a project will open it in a new browser window.
Tip: Clicking the project name will open the project at the Activity Feed. Clicking either the Member, Drawing or Document counts will open the project at the respective tab
General Settings
In General Settings, Organization Admins can change the organization’s name and image.
Deleting other users' markup
For Growth and Enterprise plan customers, this section also contains the setting that controls who can delete other users' markup.
By default, it is set to No-one, meaning only the creator can delete an annotation.
If changed to Organization Admins only or Workspace & Organization Admins, admins with these roles can delete annotations from other users after confirming the warning prompt shown below.
