To manage user details, go to Setup > Manage > Users.
Users are assigned a Role, which affects workflow assignments and permissions to send SMS messages and Push Notifications.
TIP: To add users in bulk, see Bulk User Upload.
Add a User
There are three User Roles:
Administrator – full access; you can have multiple Administrators.
Super User – full visibility and can update workflow assignments for any user.
User – read‑only access; can manually add workflow items in iWorkflow.
If the user requires access to ATO SmartDocs, so that they can import and process documents, contact [email protected].
Select Setup > Manage > Users
Complete the new user details on the left-hand side
Click Add.
Important:
The user must verify their email within 24 hours, or the link expires.
If it expires, delete and recreate the user.
Ideally, add users while they are present to verify their email and log in to enable 2FA.
Password requirements:
At least one non‑letter or digit character
At least one uppercase letter (A–Z)
Once created, a confirmation message appears and the user receives an email they must confirm before they are able to login.
Deactivate or Activate a User
Click Deactivate User to immediately remove access.
Existing workflows remain visible.
To restore access, click Reactivate User.
If a user is locked out, locate the padlock icon next to their name and click it to unlock their account.
Edit or Delete a User
You can edit or remove users under Setup > Manage > Users.
Edit User
Click Edit to modify:
User Name
Email
Change Password / Reset Password
Role
Workflow Assignments
Extension ID
Click Reset Password to send the user a password reset email.
The user:
Clicks the link
Enters their email, new password, and confirmation
Clicks Reset
Users can also change their own password.
Delete User
You cannot delete a user if documents are still assigned to them in ATO SmartDocs.
If no documents remain, the Delete button appears in the current user list.
Click the Delete button to remove the user
A removed user still appears in audit reports, and workflow items assigned to them must be manually reassigned. Ensure no documents remain Out for Signature under that user before deleting.
Permissions
After creating a user, assign permissions for Push Notifications and SMS.
Click Add User in the Permissions area.
Tick the required permissions:
Push – allows Push Notifications (App clients)
SMS – allows SMS messages
Click Update.
If Push is removed, Push Notifications still occur automatically when a document is sent for Signature, Review or Archive.
Approver Signatures
You can upload signature images for use in email or letter templates.
Go to Setup > Manage > Users > Approver Signatures.
Drag and drop the signature image next to the user’s email address.
Ensure the image meets the required specifications.
Maximum height: 200px
Recommended height: 50px
To insert signatures in templates, use:
[ManagerSignature]
[PartnerSignature]