Most site licenses are best administered using Single Sign-On (SSO). If you're using SSO, this article won't apply to you.
If you don't want to use SSO or you only have a multi-seat license and not an enterprise site license, you can also use SmartDraw's sophisticated user administration to add users, remove users, and transfer documents between users. You can also set general email domain preferences to determine who can use your license.
First, log in to My Account.
Once logged in, click on User Administration in the left panel.
Next, you'll want to click on the bar at the very top of the User Administration page called User Email Domain Preferences.
Choose the option appropriate for your team or organization.
Once you selected the right mode, you can use the blue x in the upper right corner to close out of this mode
We'll go over each option below.
Restrict Users by Email Domain(s)
This is the most commonly used user management mode
In this mode only users with an email address in one of the domains you specify will be able to use this license. This way you can restrict users to using email addresses that you have control over. In the event of a termination, you can use the "forgot password" feature to send a password reset code to that user's email address (of which you presumably control) in order to reset their password. Also, you will be able to change users email addresses. Users will not be able to change their own email addresses (so they can't change it to one you don't control). You may specify as many email domains as you like. You will not be able to include public email services like @gmail.com or @hotmail.com, etc. The license administrator will still be able to manually add users to the license whose email addresses are outside of these domains for certain exceptions like consultants, etc.
No Email Restriction
Note, this is NOT recommended
In this mode any user who has possession of your license key can use this license, including users outside of your organization. And they may do so with whatever email address they choose. This means that you will not be able to take over this users account in the event of a termination and you will not be able to recover any documents that they produce. You will still be able to see who is using this license and you will be able to remove and block users from using this license, but you will not have control over the documents created by those users whose email address you do not control.
Restrict to Specific Email Addresses
For managers that want explicit control over their user list
In this mode, only users that you as the license administrator specifically add to this license will be able to use it. This is the most secure, but results in the most work for the license administrator. You will be able to change users email addresses and therefore maintain control over their accounts. To add new users, you will have to manually add them through the license management interface.