Setting up users
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
- 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.
Standard access roles
- System administrator
- Manages groups, locations, accounts, meters, contacts, and logins, and organization preferences.
- General user
- Runs reports, views data and captures data. If records are entered by bulk upload, account
creation is also permitted.Note: General users who have only location access are not able to do bulk uploads through the Envizi ESG Suite user interface. Such users must do bulk uploads through email or FTP.
- View only user
- Runs reports and views data.
- Auditor
- Runs report and views data. When paired with the Sustainability Reporting Manager user role, this user can view disclosures without being assigned.
By default, when you create a user, the user is assigned the general user role.
For more information about what users can do based on their role, see the User permissions based on component and role section.
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 the 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.
For more information about what users can do based on their role, see the User permissions based on component and role section.
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.
For more information about what users can do based on their role, see the User permissions based on component and role section.
User permissions based on component and role
Download a matrix that shows how user actions are enabled depending on a combination of access to a component and a standard or specialized user role. Sometimes, a user also requires an extra role that is either an access role or a work role, as outlined in the previous sections.
Watch the following video to see how you can use the matrix to identify roles that are required for user actions:
1 min
You can filter and sort the matrix to show actions by IBM Envizi ESG Suite component, or by specific user type to see the things that different users can do across components. The matrix focuses on core activities that users can perform in relation to components. The matrix does not provide an explicit map of menu items, dashboards, reports, and buttons that can be impacted by a larger number of variables that are related to the configuration.