RoboForm for Business allows companies to assign and share RoboForm Files to their users. RoboForm files can be assigned to individual users or shared with groups of users, in both cases the admin can set the permission level for the assigned RoboForm files.
In order to assign or share a RoboForm file to a single user or a group of users, the company admin must first create one or more groups. Groups are created from the RoboForm for Business company admin interface.
At the time of the group's creation, the admin must assign the group a name and the default permission levels for the RoboForm files that will be shared to the group members.
Values that need to be set at the time of the groups creation are:
a) Group Name
b) Storage Type
The Storage type defines the location that the RoboForm files assigned or shared with users will be stored.
- Server: RoboForm files assigned or shared to the users via group membership will only be stored in the companies online account. Users will never have a local copy of the these RoboForm files stored in their computer. RoboForm files assigned or shared with users in "Server" storage format will only be available to end users while they are online.
- Synced: RoboForm files assigned or shared to the users via group membership will be stored in the companies online account and a copy of these files will be copied to user's local machine. RoboForm files assigned or shared with users in "Synced" storage type mode will be available to end users whether they are online or offline.
c) Usage Permission
Usage permission will define the level of access to the RoboForm files assigned or shared with users via group membership.
Limited: RoboForm files shared or assigned to users in "Limited" permission mode will allow users to use the RoboForm files but it will restrict users ability to edit and view the values in them.
If Limited permission is enforced on RoboForm logins then it will restrict the user's ability to view and edit the passwords and other values stored in the RoboForm logins assigned to them.
Limited usage permission enforced on RoboForm bookmarks, safenotes, identities, and contacts will restrict user's ability to edit RoboForm files of this type assigned to them.
Regular: RoboForm files shared or assigned to users in "Regular" permission mode will allow users to use and view these RoboForm files and also change values stored in them (such as usernames and passwords). These changes will then be propagated to other members of the group automatically and in real-time.
d) Allowed IP
IP allowance will define the IP addresses and ranges, from which users will be allowed to access the RoboForm files assigned or shared with them via group membership. This restriction does not apply to company admins.
e) Mobile Device Allowance
If checked, this setting will disable users ability to view and use RoboForm files assigned or shared with them via group membership while using a mobile device such as a phone or tablet.
Once groups are created please read this article on how to assign users to groups and how to assign RoboForm files to groups.