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) on the dedicated server plan. It is not displayed on the cloud server plan. 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.

Note: The internal keys (normal / noex / reader) are unchanged, but starting from Coordinator 2.7 the UI labels have been unified as Editor / Editor (Export Prohibited) / Read-only. Wherever older documentation says "Normal / NoEx / Reader", read it as the new labels above.

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 "Editor" 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 "Editor" 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

Note: Starting from version 2.7, account names no longer need to be in email format. The display column has also been renamed from "Account ID" to "Account Name".

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

1. Enter the following information:

1. Click the Create button

Note: You cannot assign workgroups directly from the Create dialog. To assign workgroups, use Editing an Account or Importing Accounts after creation.

Permission Levels

Note: Starting from Coordinator 2.7, the UI labels for permissions have changed as follows (the internal keys are unchanged): - Normal → Editor - NoEx → Editor (Export Prohibited) - Reader → Read-only

Wherever older wording remains in this manual, read it as the new labels above.

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

1. Modify the information
2. Click the Save button

Editable Items

• Password (leave blank to keep the current password)
• Last name / First name
• Department
• Permission
• Device restrictions

The bottom of the dialog shows the list of workgroups the user currently belongs to. Workgroups cannot be changed directly from this dialog (change them from the Workgroup tab or via CSV import).

Note: The account name cannot be changed.

Note: When you edit an Owner account, the role drop-down is shown as grayed-out (read-only) and cannot be changed. To transfer ownership, use the contract owner transfer flow (see: 9.2 Admin Settings (dedicated server, contract owner)).

Resetting the Password

1. Open the Edit Account dialog
2. Enter a new password in the Password field
3. Click the Save button

If left blank, the current password is preserved.

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 or update accounts from a CSV file.

1. Click the Import button () in the toolbar
2. The Import dialog appears

1. (Optionally) configure the two toggles at the top of the dialog (described below)
2. Pick a CSV file with Select File
3. Review the preview
4. Click the Import button

Import behavior toggles (added in 2.7)

The two toggles at the top of the dialog are both OFF by default.

Note: Before 2.7, import was strictly for new account creation and existing accounts were always skipped. Starting from 2.7, the toggles above let you update existing accounts as well.

CSV File Format

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

UserName,Firstname,Lastname,Department,Password,Workgroups,Groups
yamada,Taro,Yamada,Sales,pass001,Sales(admin),Team1(Sales)
suzuki,Hanako,Suzuki,Engineering,pass002,Sales;Support(editor),Team1<Division(Sales);Team2(Support)
sato,Ichiro,Sato,,pass003,,

Download sample CSV file

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

Import Notes

• UserName, Firstname, Lastname, and Password must always have values
• Each data row must have the same number of columns (7 columns, comma-separated) as the header
• Do not include a trailing empty line at the end of the file (this will cause errors)
• Importing a large number of accounts may take time
• The old 4-column format (Mailaddress, Firstname, Lastname, Password) can still be imported if you rename the Mailaddress header to UserName (Department / Workgroups / Groups are treated as empty)

Import Behavior Matrix

7.6 Exporting Accounts

You can export the account list as a CSV file.

1. Click the Export button () in the toolbar
2. A CSV file is downloaded (file name format: Accounts_YYYYMMDD.csv)

Exported CSV format (9 columns)

UserName,Firstname,Lastname,Department,Password,DeviceID,Language,Workgroups,Groups

Difference from the import format: Export adds two extra columns, DeviceID and Language. A CSV containing these columns can be re-imported without errors, but in the current version import ignores them (only the 7 columns shown in the import dialog are applied).

Tip: You can mass-update existing accounts by editing the exported CSV and importing it with Overwrite existing accounts turned ON. Leave the Password column empty if you do not want to change passwords.

7.7 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 on the dedicated server plan. On the cloud server plan it is displayed as "Profile / Service Plan" and accessible to all users, but some features such as editing the organization name are available only to the Owner.

7.8 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. iPhone
6. iPad (includes Mac)
7. Android
8. Windows
9. Browser
10. Click the Confirm button

Note: Previous versions exposed a single "iOS/iPad" option. From version 2.7 (June 2026 update), iPhone and iPad can be restricted independently. Accounts that previously had "iOS/iPad" restricted are loaded with both iPhone and iPad pre-selected.

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 → iPhone prohibited (no access from iPhone; iPad / Mac still allowed) - 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 only "iPhone" is selected - Access from iPhone app: Not allowed - Access from iPad app: Allowed - Access from Mac app: Allowed - Access from Android app: Allowed - Access from Windows app: Allowed - Access from browser: Allowed

Example 2: If "iPhone", "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

7.9 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

Opening / Closing the Filter

Clicking the toolbar Filter button toggles an inline filter row for "Permission" and "Workgroup" above the account list. Click it again to close.

Filter by Permission

1. Click Permission: Select ▽
2. Select permissions to display (multiple selection available):
3. Owner
4. Admin
5. Editor
6. Editor (Export Prohibited)
7. Read-only
8. Only accounts with selected permissions are displayed

Filter by Workgroup

1. Click Workgroup: Select ▽
2. Select workgroups to display (multiple selection available)
3. Only accounts belonging to selected workgroups are displayed

Clearing the Filter

To clear the filter, deselect each filter, or click the Filter button again to close the row.

7.10 Sending an Invitation Email

You can send an invitation email to newly created accounts.

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

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

7.11 Editing Department from the "System Information" Tab

Users can also edit their own department from the "System Information" tab (called "Profile / Service Plan" on the cloud server plan). The department set by an admin from the Accounts tab and the department set by the user from the System Information tab are kept in sync.

For details, see 9.5 Editing the Department.

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