Setting up the organization and users

If you have the administrative rights, select Settings from the dashboard, left menu to set up your organization, including logo, areas, departments, and users.

Planning

To get started, you will need to consider the best architecture for you to track and report by regions and departments. Then, add user roles, based on security requirements, and, finally, assign users.

User role access

Access to Third-Party Manager can be determined by a combination of regions (such as Asia), and departments (such as IT), and user roles follow. You can create additional roles and fine tune permissions, see Create a custom user role.

• Client User The user role with access to data based on their region (such as Asia) and, possibly department (such as IT). Custom roles can be created.: Gives the user access to data based on their region, and department combined as well as workflow A series of tasks generated based on an event or form submission. assignments.
• Client Manager The user role with access to everything except administrative settings. Custom roles can be created.: Gives the user access to everything but system Settings. Client managers can grant access to a selection of multiple regions and departments. To select an assignment, select View/Modify Selections. To add or remove multiple departments or regions, select on Manager Scope.

• Client Admin The user role with access to all records, reporting, and settings. The role with the highest privileges. Custom roles can be created. has access to all records, all reporting, and all settings in the system. Admins can change configurations. Assign only a few user to this high privilege, high trust role.

Audit logs are available to track all changes made in the system.

Using Settings

From Settings, use these tabs to add or update organization and user information.

• User Profile tab: For existing users, change passwords and update the user profile.

• Company Identity tab: Update your organization's name and logo.

• Architecture tab: Add or change the Regions and Departments for reporting. In the lower part of the page, you can rename Region and Department to better fit your organization. For example, you may call a department a business unit.

• Regions are required. They determine user access to third-party profiles and case Assigned to a third party profile related to a questionnaire sent for response, due diligence investigation, or other action. folders. Regions are also used in reporting. Example regions are Asia, Europe, North American, and so on.

• Departments are optional but highly recommended for more granular access and reporting. Example departments include IT, HR, Compliance, and so on.

• User Management tab: View the grid of users. You can filter by Status Third-party Status used for searching, for example, Active or Inactive. Approval Status is a subset of the Status. See Approval Status. Case Status used for searching, for example, Only Open Cases or Only Closed Cases. (such as Active or Inactive) or User Type The type of third party, for example, Channel Partner, Vendor, Supplier, or DO NOT ENGAGE. (also called User Role) which controls the access the user has to data (such as Admin, Manager, or User).

  • To add a user: Select Add then complete the information. Change the User Role (User Type), if appropriate. You can send a confirmation email, for example, to the user's manager. When the information is entered, select Add New User. The user automatically receives emails with their log on information.

  • Update a user: Select the user from the grid, update the information, reset the password, if needed, add notes, and select Update User Profile. If you reset the password, an email with a temporary password is automatically sent to the user.

  • Remove a user: Select the user from the grid. Set the User Status to a status such as Deleted or Inactive, based on your organization's policy.

Create a custom user role

You can create a custom user role (User Type) for more finely tuned permissions. For example, you may want to:

• Restrict some users from submitting cases to manage costs.
• Restrict audit or permissions to adding notes.
• Allowing only trainers to add training records.

To create a custom user role, follow these steps:

1. From Settings, select Security.

2. From the Custom Roles tab, select Add New.

3. Select the scope of the role on which the new custom role will be based (Client Admin, Client Manager, or Client User). For access rights for each role, see User role access, earlier in this topic.

4. Assign a name to the new role and select Save.

5. Select on the key icon to select or update permissions for the new custom role.

   1. Select on the permission label to view a description of the permission.

   2. Select or deselect the permissions for the role. Selecting a checkbox immediately updates permissions. The new permissions take effect for a user at their next log on.
      

6. Select to the right of the key icon to delete or edit a custom role.

Set up password expiration

You can set a password expiration period. Your organization can set up a reminder email to be sent to user prior to their password expiring.

1. Select Settings then Security.

2. On the Password Expiration tab, enter the User Password Rule, which is the number of days the password will expire once it is created. The setting take effect immediately and users with passwords set less than the allowable days since password creation are notified, if your organization uses notifications. For example, if the existing password expiration is 120 days and you set the new password expiration to 30 days, all users with password creation dates of 30 days or less are notified to reset their password.