7. Accounts (Dedicated Server)

The Accounts tab allows you to manage user accounts in a dedicated server environment.

Note: The Accounts tab is only available to users with administrator privileges (Owner or Admin) in the dedicated server version. It is not displayed in the cloud version. This tab will not be displayed if you do not have administrator privileges.

About Account Permission and Sharing Privilege

Handbook X Coordinator has two distinct permission systems: Account Permission and Sharing Privilege. These are independent concepts used for different purposes.

Account Permission (Organization Level)

Account permission indicates the permission level across the entire organization. It is set in the Accounts tab and determines the scope of system-wide operations.

Sharing Privilege (Workgroup Level)

Sharing privilege indicates the permission for book sharing within each workgroup. It is set in workgroup member management and determines the scope of sharing operations within that workgroup.

Relationship Between the Two Permissions

• Account permission and sharing privilege are set independently
• The same user can have "Normal" account permission but be a "Manage sharing privilege" member in a specific workgroup
• Conversely, even with "Admin" account permission, they have no privileges in workgroups they haven't joined
• The actual scope of available operations is determined by considering both permissions

Example: If User A has "Normal" account permission and "Manage sharing privilege" in Workgroup X: - Accounts tab: Not displayed (account permission is not "Admin" or higher) - Sharing settings in Workgroup X: Can manage (has manage sharing privilege) - Member invitation in Workgroup X: Possible (has manage sharing privilege)

For details, see "About Sharing Privileges" in 6.6 Member Management.

7.1 Account List

Opening the Accounts tab displays a list of registered accounts.

Display Items

Selected Account Count

The selected account count and total account count are displayed at the top of the screen.

Selected: 3 / 150

Sorting

Click on any column header to sort by that column.

7.2 Adding an Account

To create a new account:

1. Click the Add button
2. The Create Account dialog appears
3. Enter the following information:

1. Click the Create button

Permission Levels

7.3 Editing an Account

To edit an existing account:

1. Click the Edit button () of the account you want to edit in the account list
2. The Edit Account dialog appears
3. Modify the information
4. Click the Save button

Editable Items

• Password (reset)
• Last Name/First Name
• Permission
• Workgroup

Note: The email address (Account Name) cannot be changed.

Resetting Password

1. Open the Edit Account dialog
2. Check the Reset Password checkbox
3. Enter a new password
4. Click the Save button

7.4 Removing an Account

To remove an account:

1. Click the Remove button () of the account you want to remove in the account list
2. A confirmation dialog appears
3. Click the Remove button

Note: Removing an account also removes: - All books owned by the user - Sharing settings for the user

This action cannot be undone.

Note: The owner account cannot be removed.

7.5 Importing Accounts

You can bulk import accounts from a CSV file.

1. Click the Import button () in the toolbar
2. The Import dialog appears
3. Select a CSV file
4. Preview the content
5. Click the Import button

CSV File Format

Important: The CSV header (column names) must use the exact English labels shown below. Other label names are not supported.

Mailaddress,Firstname,Lastname,Password
user1,Taro,Yamada,Password123
user2,Hanako,Suzuki,Password456
user3,Ichiro,Sato,Password789

Download sample CSV file

Password Requirements: - Length: 8-32 characters - Allowed characters: Any characters including letters (uppercase/lowercase), numbers, and symbols

Import Notes

• All fields must have values (empty Firstname or Lastname will cause errors)
• Each data row must have the same number of columns (4 columns, comma-separated) as the header row
• Do not include empty lines at the end of the file (this will cause errors)
• Importing a large number of accounts may take time

Handling of Existing Accounts

Important: This import feature is for creating new accounts only. It cannot be used to update existing accounts.

Details: - If an existing username (Mailaddress) is found, that row is completely skipped - Existing account's first name, last name, and password are not changed - Even if some rows are skipped, other rows in the CSV continue to be processed (the entire import does not fail)

Permissions After Import

• Imported accounts are always created with "Normal" permission
• You cannot specify permissions in the CSV file
• To change permissions, use "7.6 Setting Permissions" after import

7.6 Setting Permissions

You can bulk change permissions for multiple accounts.

1. Select the checkboxes of accounts you want to change
2. Click the Permissions button in the toolbar
3. The Update Permission dialog appears
4. Select a new permission
5. Click the Change button

Features by Permission

Note: "System Information" is the tab name for dedicated server version. In the cloud version, it is displayed as "Profile/Service Plan" and is accessible to all users, but some features such as editing the organization name are only available to the Owner.

7.7 Setting Device Restrictions (Platform Restrictions)

You can bulk set device restrictions for multiple accounts. This feature is a platform restriction that prohibits access from specific platforms (OS types).

1. Select the checkboxes of accounts you want to configure
2. Click the Device Restrictions button in the toolbar
3. The Device Restrictions dialog appears
4. Select platforms to restrict:
5. iOS/iPad (includes Mac)
6. Android
7. Windows
8. Browser
9. Click the Confirm button

Difference Between "Platform Restrictions" and "Device ID Restrictions"

Handbook X Coordinator has two types of device restriction features. It's important to understand the differences as they can be easily confused.

Example: Platform Restrictions (This Feature) - Yamada → iOS prohibited (no access from any iPhone/iPad) - Suzuki → Browser prohibited (no access from PC browsers)

Example: Device ID Restrictions - Yamada's "iPhone A" → Allowed - Yamada's "iPhone B" → Denied (personal device) - Suzuki's "iPad C" → Allowed

Tip: For device ID restrictions, see 6.9 Device ID Restrictions.

Device Restriction Behavior

Access from selected platforms is prohibited.

Example 1: If "iOS/iPad" is selected - Access from iPhone/iPad app: Not allowed - Access from Mac app: Not allowed (treated as iOS due to Mac Catalyst app) - Access from Android app: Allowed - Access from Windows app: Allowed - Access from browser: Allowed

Example 2: If "iOS/iPad" and "Browser" are selected - Access from iPhone/iPad/Mac app: Not allowed - Access from Android app: Allowed - Access from Windows app: Allowed - Access from browser: Not allowed

7.8 Filtering and Searching

Search

Enter keywords in the search box in the toolbar to search for accounts.

Search targets: - Email address - Last name - First name

Filter by Permission

1. Open the Permissions filter in the toolbar
2. Select permissions to display (multiple selection available):
3. Owner
4. Admin
5. Editor
6. Export Prohibited
7. Read-only
8. Only accounts with selected permissions are displayed

Filter by Workgroup

1. Open the Workgroup filter in the toolbar
2. Select workgroups to display (multiple selection available)
3. Only accounts belonging to selected workgroups are displayed

Clearing Filters

To clear filters, deselect each filter or click the Clear All button.

7.9 Sending Invitation Email

You can send an invitation email to newly created accounts.

1. Open the Edit Account dialog
2. Click the Send Invitation with Password button
3. An email with login information is sent to the user

Note: The invitation email does not include the password. Please communicate the password separately.

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