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User Management

Managing users

This section provides details on different user types and the instructions for creating and managing user assignments.

User types

Settings allows you to create users by specifying their email addresses and manage their permissions.

You can create the following user types within Settings:

  • Global users: A user can access all data within all tenants.
  • Subtenant users: These users are assigned to a subtenant and only have access to the assets of a specific subtenant.

Subtenant user

A subtenant user needs the role to get access to applications on the launchpad. See also - Standard roles - Using subtenants

Settings provide the option to "Create user group" for better user management and streamlined role assignment to multiple users.

User interface "Users"

The following screenshot shows the "Users" user interface:
User Interface

① Creates a new user
② Displays the name and email address of the user
③ Displays the user type
④ Displays the user groups assigned to the user
⑤ Activates or deactivates the user
⑥ Deletes the selected user
⑦ Switches to the "Roles" tab
⑧ Displays the roles assigned to the user

Creating users

You can create global users or subtenant users.

Quota consumption

The creation of a user reduces your quota.

Creating the subtenant

You can create a new subtenant for new users. For more information on subtenants, refer to the section Using subtenants (Page 29).

Procedure

To create a new user in Settings, proceed as follows:

  1. In the left navigation, click "User Management", select "Users" and then click create user "Create user".
  2. Enter the email address of the user.
  3. Choose the user type, such as "Global user" or "Subtenant user" based on your preferences.
  4. If there is no subtenant option available, click "Create subtenant" to create a new subtenant.
  5. If you choose "Subtenant user" as the user type, ensure that you need to "Choose a subtenant" from the drop-down menu.
  6. Click "Create user".
  7. If you want to assign a role to a user, click "Assign roles".
  8. Select the role that you want to assign to the user and click "Next".
    For more information on roles, refer to the section Standard roles.
  9. Click "Save" to save the latest changes and then click "Close".

Result

Once you have successfully created a new user and assigned a role, the new user will be activated and will receive an email that contains access instructions for the tenant. After the user logs in for the first time, the first name and last name of the user will be displayed in the Settings section.

Activate or deactivate users

You have an option to activate or deactivate users within Settings. Activated users have access to their assigned apps and services. You can temporarily restrict their access to the Insights Hub and its associated services by deactivating users. Reactivated users get their previously assigned permissions automatically.

Procedure

To activate or deactivate a user, proceed as follows:

  1. In the left navigation, click "User Management", and then select "Users".
  2. Select the user you want to activate or deactivate from the list.
  3. Click "Activate" or "Deactivate" based on your requirement.
  4. Confirm your choice to "Activate" or "Deactivate" the user from the list.

Result

The selected user has been successfully activated or deactivated based on your selection.

Deleting users

You have the option to permanently remove users who are no longer needed from the designated apps and services, which streamlines the user management process more effectively.

Procedure

Data security notice

Delete users immediately if they are no longer part of your business.

To delete a user, proceed as follows:

  1. In the left navigation, click "User Management", and then aselect "Users".
  2. Select the user to be deleted from the selection list.
  3. Click "Delete".
  4. Confirm deletion with "Yes" to delete a user permanently.

Result

The selected user has been permanently deleted, along with their designated apps and services.

Edit user role assignment

There are two options available for assigning roles to a user within Settings. You can either assign roles to a user using the "Users" tab or assign a user to a role directly from the "Roles" tab. For more information about roles, refer to the section Roles.

Procedure

To assign or remove roles from a user, proceed as follows:

  1. In the left navigation, click "User Management", and then select "Users".
  2. Select the user from the selection list.
  3. Click "Edit direct assignment".
  4. Select or deselect the desired role checkboxes to assign or unassign roles to the selected user.
  5. Click "Next" to confirm your changes.
  6. Click "Save" to save the latest changes and then click "Close".

Result

The selected user has been successfully assigned to or removed from the specified role.

Note

The corresponding user has to log in again to make the changes effective.


Last update: June 13, 2024