New User Onboarding

Company User Creation (New / Import / Integrations / Join)

The RoboForm for Business service requires an account for each user. Click the 'New' button in the upper left of the admin panel and hover over 'User' to see four onboarding options: Create user, Import users, Integrations, and Join users.

In all user creation cases, the RoboForm client needs to be installed on each device where users wish to use their company-provided account.

1) Create new user

The 'Create user' option allows you to manually create RoboForm for Business accounts for users, one at a time.

Simply enter the user's name and email address (both required), then click 'Create.'

An email will be sent to the provided address with three simple steps for the user to complete and start using RoboForm.

 

 

2) Import users
The import feature supports creating new users and groups, adding existing users, assigning users to groups, and setting permissions for each user within the group.

An example of the CSV file syntax is shown in the feature itself (pictured below).

If the 'Send account setup instructions' box is unchecked, imported users will not receive setup emails automatically, but admins can later send them using the 'Resend account setup email' function.

If the box is left checked, all imported users will receive an email with account setup steps.

For easier onboarding, a uniform temporary Master Password can be set for all users by entering it in the 'Password for all created users' field during the import.

 

3) Integrations

RoboForm integration with supported Identity Providers (IdPs) offers two key functions:

• Automated RoboForm account provisioning based on IdP users and group structure. This service automatically creates RoboForm accounts for all selected users and groups in your IdP and propagates subsequent changes, such as user info updates, group membership changes, account suspensions, or deletions.
• Single Sign-On (SSO), ensuring that users won't need to authenticate with RoboForm if they are already authenticated through the company’s IdP.

 

For details on integrating with each supported Identity Provider, refer to the articles below:

Azure

Okta

Ping Identity

One Login

 

On-pre Active Directory

RoboForm can integrate with a local on-premise Active Directory by setting up the RoboForm AD Connector on the domain controller or another accessible device. Selected AD groups or OUs in the setup are synced with RoboForm for Business, creating accounts for each group member and replicating the AD group or OU structure. As long as the Connector is running, any future changes to users and groups will be synced automatically based on the company's sync rules.

full article on Active Directory Integration.

 

4) Join existing user
If a user has a personal RoboForm account, it can be linked to the company. Click 'Join existing user,' enter their personal RoboForm account registration email, and click 'Join.' The user will receive an email to confirm joining your RoboForm for Business account. Once joined, their personal data will remain private unless they choose to share it with a company group.

Note that the user can 'detach' from the company at any time without admin involvement.