User Manager - Examiner
- Christopher Rushing (Unlicensed)
Contents
Overview
In some organizations, only one person will be responsible for creating forms and working with the people using the forms. In many organizations, however, different roles are completed by different people with different skills and knowledge. The User Manager is the key tool through which ITAM allows you to create and manage users, assign them permissions and archive or delete them when they no longer require access.
In this section we will discuss the User Manager, the type of user an Examiner can manage and how to accomplish the various tasks of managing users.
Accessing the User Manager
The User Manager interface can be accessed via the Manage Users button on the main menu.
For Examiners, the User Manager allows for the management of a single type of user, Portal Users.
Managing Portal Users
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Portal Users are users which will access and use forms associated with entities in ITAM.
Adding Portal Users
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You add a new portal user by clicking the Create User button on the top right corner. This will take you to the Users Manager > Add Portal User interface. Adding a portal user is a simple 2-step process:
1. Enter User Information
Full Name - Enter the full name of the new user
Email Address - Enter the unique email address of the new user, this will be used as the user's ITAM login username.
2. Select Entity
Enter a full or partial name of an existing Entity to perform a search to add this user to that Entity.
As with other data entry forms, if enabled, the A.ITAM integration will suggest options when you interact with the field.
If the related Entity does not exist it will first need to be added before the user can be created. Adding an Entity is something which must be done by an administrator in the system.
Once the user information is entered or selected, click the Send User Invite button to invite the user into the portal as a Portal User.
Editing a Portal User
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A user’s profile, privileges, and permissions may be modified at any time via the Users Manager.
Selecting a user from the user list in the Users Manager will display the entities associated with the Portal User as well as the basic automation options and log links. To edit the user settings, click on the Edit link in the control pane at the right of the user information as seen below.
The Edit User screen has two main sections. In the first section, the user’s general profile information can be edited.
In the second section, the user's Entity can be updated and they can be associated with additional Entities.
Make sure to click on the Save Changes button to complete the edits.
Automated Suspensions
These features are accessed within the Administrative Portal under the listed users within the Portal Users table. Selecting a specific user will advance you to the administrative account management function.
Automatically suspend account after date: - An administrator may set an automatic expiration on a User Portal account. Doing so will prevent the user from accessing the IT Audit Machine from the same account. This feature is very useful when you provision temporary access or have seasonal users that you want to temporarily suspend.
Automatically suspend account for inactivity after: - An administrator may set an automatic suspension on a User Portal account if the user has not logged into the IT Audit Machine after a specified number of days. Doing so will prevent the user from accessing the IT Audit Machine from the same account if they are not actively using the account. This feature is part of a defense-in-depth security strategy to avoid having active but unused accounts sitting open on the system. Corporate IT access control policies generally will specify the parameter to enter.
Automatically delete account for inactivity after: - An administrator may set an automatic deletion on a User Portal account if the user's account has already been suspended. The administrator will set the automatic account deletion for a defined number of days after the account has been automatically suspended. This feature is very useful when you want to permanently delete Portal Users who are suspended in the IT Audit Machine. Corporate IT access control policies generally will specify the parameter to enter.
Note: Suspending a user does not delete any of the forms, themes, or data entry associated with that user. The forms and themes created by the user will still be available to an administrator and all other users who have permission to access them.
User Logs
At the bottom of the User Management screen are links to access the Audit Log, the Uploaded Files Document Log, and the User Session Log. Clicking any of those links will bring you to the appropriate log where you can view the data and, if desired, export it to a file.
Delete/Suspend a User
All user types can be deleted or suspended as needed. The options are available when viewing the list of users or a single user in the User Manager.
Deleting a User - Deleting a user account prevents access by the user to the IT Audit Machine content. All of the affected user privileges, permissions, and their profile are deleted from the IT Audit Machine.
Suspending a User - Suspending a user account results in the user account being blocked from the IT Audit Machine panel. While the user account may still exist with the user's privileges and permissions data remaining in the system, the user is blocked from authenticating for log in access. Unblocking the user will restore the user's access to IT Audit Machine.
Unblock a User
After a user has been suspended, an option will available to Unblock the user.
Doing so will remove the suspension from the user’s account.
Change User Password
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All users may have their password reset through the Manage User interface using the option presented in the menu on the right side of the screen.
Reset MFA
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Selecting to reset a user's MFA will require the user to reconfigure their MFA settings. The instructions for selecting and setting up the authenticator are located on the My Profile page.
In this section we discussed the User Manager, Portal Users and how to use the tools to manage them. In the next section, we’ll look at the File Manager view and how it allows you to work with the files and evidence uploaded into a form.
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