Setting up users

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To add a user to IBM® Envizi ESG Suite, you can either create a contact for a user and then you create a login for the user and assign the appropriate access level, or you can create a contact and login in one step.

Contacts and logins

To restrict access for a user to only receiving reports by email, accessing dashboards, receiving notifications, or receiving links to PowerReports, create only a contact for the user. A contact has no ability to log in to Envizi ESG Suite. To allow a user to log in to the platform, create a contact and a login for the user.

Access levels

Your access level determines the data that a user can see within Envizi ESG Suite. There are four access levels:
Organization
View data for the entire organization. This is the highest level of user access.
Group
View data for locations that are part of a group. A user might have access to multiple groups. The user can see data in all locations under any of their groups. Access levels operate the same way for classification, portfolio, and facility groups.
Note:
  • A user must have group-level access to manage a group. The user can manage a single group or multiple groups at any level.
  • If a user manages a top-level group in a group hierarchy, the user can see data for all locations in all groups in the group hierarchy. However, if a user manages the lowest level group in the group hierarchy, the user can see only data for the locations in that group.
Location
View data and access accounts, meters, programs, and issues that are associated with a location. Location-level access is restricted to a single location. If a user requires access to multiple locations, the user requires group access.
Tag
View data for all accounts and meters that are assigned a specific tag within the entire organization. A tag level user might have access to accounts and meters that belong to different locations, as long as they have the same tag.
Note: In Envizi ESG Suite, module specific user types are available, such as Survey Portal users or Portfolio Manager users. For more information, see the Specialized access roles section.

Standard access roles

Standard access roles that are assigned to users include:
System administrator
Manages groups, locations, accounts, meters, contacts, and logins, and organization preferences.
General user
Runs reports, views data, and captures data.
View only user
Runs reports and views data.

By default, when you create a user, the user is assigned the general user role.

Specialized access roles

Specialized access roles provide access to specific features and modules:

  • Meter user: A user experience that is optimized for users of Interval Metering Analytics. The user has a limited set of menus which align with the Interval Metering Analytics module. For more information, see Interval metering analytics overview.
  • Portfolio manager: A user experience that is optimized for group level users who manage a single group and who log in to Envizi ESG Suite to perform specific tasks such as capturing data, resolving data issues, fulling in surveys, resolving interval meter alerts, and managing Program Actions. Your organization must use Issue Tracking or the Programs module or both for this experience to be useful to users as it is driven by the issues and program actions assigned to the Portfolio Manager user. For more information, see thev Portfolio Manager home page.
  • Sustainability Reporting Manager user: A login level rule that can be added to individual users to provide the user with access to Sustainability Reporting Manager.
  • Survey Portal user: A user who is usually external to your organization who is asked to respond to Survey Portal surveys. The experience is optimized for respondents to surveys as part of the Surveys and Assessments module
  • Tag user: A user experience that is optimized for users who have general user access to one tag only.
    Note: A Tag level user can be either a General User, or a View Only user, but can not be a System Administrator user.
  • Tag view only: A user experience that is optimized for users who have view only access to one tag only.

Work roles

To perform some specialist functions in Envizi ESG Suite, the user must be assigned the appropriate work role. Work roles include:

  • Data Assurance: A role that is used in data receipt reporting.
  • Data Manager: A role that is used in data receipt reporting.
  • Issue Manager: A role that is used in issue management.
  • PowerReport Edit: A role that is used in PowerReports.
  • Survey Administrator: A role that is used in Surveys and Assessments. The survey administrator can edit closed survey responses. The user does not need to be a system administrator to be assigned the survey administrator work role.

A contact can be assigned multiple work roles.