Defining user access to the Monotype Fonts platform is easy. Learn how to invite, deactivate, and set access permissions for temporary or regular users and teams.
Who is a temporary user?
A temporary or guest user refers to someone who is invited to utilize the Monotype Fonts platform temporarily and is automatically deactivated as per the expiry date set by the admin user while inviting.
Who is a regular user?
A regular user refers to someone who can utilize the Monotype Fonts platform and can invite other users.
How do I invite new users?
Open Manage > Users for user management.
Note: You need to be an admin user to access the Manage tab.
To invite new users to your company, follow the below-mentioned steps:
Click Invite new users in the upper right corner of the Users page. The Invite new users modal displays.
Enter email address(es) of user(s) you’d like to invite. You can use a comma to separate individual email addresses.
To invite a temporary user, select the Temporary user checkbox to set the expiry date.
Note: A temporary user refers to someone who is invited to utilize the platform temporarily and is automatically deactivated as per the expiry date set by the admin user while inviting the temporary user.
You can set an account expiry date for such users to automatically deactivate their user account after the end of contract. This feature simplifies the process and eliminates the need for manual deactivation.
For regular users, there is no need to set an expiry date as they are permanent users.
Assign a role and team to the user, and then click Send to send an invite. All the invitation requests will be available under the Invited tab.
To set an expiry date, click on the calendar icon next to the field to open the date picker.
Assign proper roles for your users upon inviting them by clicking the drop-down menu. Optionally, you may also choose to pre-assign users to one or more teams.
Enter the email addresses of users you'd like to invite, and click Send to send them an invitation link via email.
Existing users already set up on Monotype Fonts can request their admins to add new users to the platform. Every request should include all pertinent details, as the pending requests will be reviewed by admins in the Invited tab.
Note: only admin users can invite users on a temporary basis. The users who invite other fellow users are considered regular or permanent users by default.
What are pending invites?
Pending invites are user invites that have not been accepted yet. Invitations last for 14 days, after which the link sent to the invited user’s email address will automatically expire.
Review all pending invitations in the Invited tab of the Users section.
Rather than waiting the 14 days for the invite to auto-cancel, admins can also revoke a sent invite that has not yet been accepted by the user.
Where do I find a list of all users?
You can find a list of all users by clicking the Users tab on the dashboard.
The list of users is present in a tabular format, divided into columns containing the following details:
Users: Displays users’ names, email addresses, and profile photos
SSO group: In the case of users logging into Monotype Fonts via single sign-on, this column displays the name of the group they belong to (groups in Monotype Fonts are usually mapped to those defined in your company’s active directory system, while unmapped users are automatically included in a “default” group)
Team: Name(s) of the team(s) your users belong to
Role: Role(s) assigned to your users
Last Active Date: Last login date for the user.
Action: Provides the option to edit or deactivate a temp user.
How do I find a particular user?
The search bar at the top of the Users list allows you to run a quick search for a particular user at your company.
The + Add filters button next to the user search bar allows you to filter the user list based on user roles, types and teams.
Select the user type from the drop-down menu. The filtered results will be displayed as follows.
How do I edit a user?
The admin can edit a user by clicking the edit (pencil) icon in the Action tab next to each user.
The admin user can perform various actions, such as updating the expiry date for a temporary user and assigning a role and team for temporary/ regular users.
To edit the expiry date, click on the calendar icon and select the date from the date picker > click Save to proceed. The entered details will be saved.
Note: Deselect the Temporary user checkbox to change the temporary user to a regular user and vice versa.
How do I revoke user access?
To revoke access to the Monotype Fonts platform and all synced fonts, an admin must deactivate the user. Deactivation is the best way to terminate the access of an employee who’s no longer with the company, as deactivated accounts can no longer access the Monotype Fonts platform and all synced fonts. It also frees up a seat to be reassigned as needed.
Deactivated accounts can be reactivated later or fully deleted from the platform.
How do I deactivate or reactivate a user?
To deactivate a user, make sure you’re on the Active tab in the Users section.
Click Deactivate from the Action column for the user account you need to deactivate. The user account will get deactivated, and you will be able to see the user account under the Inactive tab in the Users section.
To permanently delete a temporary user, go to the Inactive tab and click on the delete icon next to the user under the Action tab.
Note: When you delete a user having any asset, you will be notified and asked about the user you want to transfer these assets to. You can transfer the ownership of the assets from a deactivated user to any other user. Enter the email or name of the user and click Transfer ownership & delete. You can also click Continue without transferring.
To reactivate a user, click the Inactive tab.
Click Activate from the Action column for the user account that you need to reactivate. The Activate user window displays.
Fill in all the desired fields and perform the same actions as in the previous steps > click Activate. The invite will be sent to the admin, and the user will then appear under the Invited tab in the Users section.
What are roles?
Roles are customized sets of permissions for users and teams at your company. Your Monotype Fonts account comes with two pre-existing non-editable roles: "Admin" and "Full Access." You can create up to five additional custom roles according to the needs of your teams.
How do I create roles?
To create custom role, click on the + New User Role next to the Roles header.
You can pick and choose the permissions associated with every role you create.
What are the permissions that I can configure for my custom roles?
There are four kinds of permissions you can configure for your custom roles:
Font syncing
Install any font or family: Allows users to sync any font or family from the inventory using the Monotype App
Install any font or family from a shared font list only: Allows users to sync only fonts and families included in the font lists shared with them using the Monotype App
Font downloads
Download font files: Gives users the ability to download any of the fonts or families from the inventory
Download font files from shared font list only: Allows users to download only fonts and families included in the font lists shared with them
Web fonts
Download web font projects SHKs: Allows users to download self-hosting kits (SHKs) for web fonts
Access to web project embed code: Allows users to generate Javascript and CSS embed codes for web fonts
Organize & share
Create My Library assets: Gives users the ability to create My Library assets
Share assets: Allows you to specify whether users can share assets with anyone in the company or with their respective teams only
What are teams?
Teams are admin-defined user groups. Admins can use teams to streamline library access and collaboration, and to gain insights into the different groups working with your organization’s fonts.
How do I create and delete a team?
To create a team, click + Create new team next to the Teams title.
In the New Team dialog, enter a Name and Description (optional) for your team.
Click Done to finish creating your team.
To delete a team, click on the name of the team you wish to delete, and in the team dialog, click the Delete team button in the top-right corner.
How do I add and remove users to a team?
To add users to your team, click on the name of a team you would like to add users to.
In the team dialog, under Add users to this team, add users by typing in their email address of name and clicking on the Add button.
Click Done to finish adding users to your team.
To remove users from a team, click on the name of the team you wish to remove users from. In the team dialog, remove a user by clicking on the remove icon (indicated by a trash can symbol) beside their name.
You can also search for particular users using the search bar at the top of the dialog.
Click Done to finish making edits to your team.