Creating contacts and logins

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To add a user to IBM® Envizi ESG Suite, create a contact and then create a login with the appropriate access level.

Before you begin

Review information about access levels, access roles, and logins in Setting up users.

About this task

A system administrator can create, edit, and delete contacts and logins, and disable logins. The system administrator can also set the password policy of the organization, which applies to the password of all user logins.

When an administrator deletes a contact, the associated login is also deleted.

You set user access when you create a login.
  • An organization user has access to all of the data in the platform.
  • A group user has access only to the data in the groups that the user manages.
  • A location user has access to data in the locations that the user manages.

You specify the time zone of a user when you create a login. The time zone impacts the date and time that the user sees in the platform. The date and time of account data and records is not impacted as they display date and time according to how the data was captured.

When you set the language of a login, your choice of language impacts how dates and numbers are formatted.

When you assign a user the Data Manager work role, the user receives a data receipt report by email when data is uploaded to the platform and the upload completes. The report specifies whether the data was partially uploaded or full uploaded. For more information, see Data receipt report.

Procedure

  1. On the main menu, select Manage > Contacts & Logins to open the Contacts & Logins grid.
  2. To create a new contact:
    1. Click Create New Contact to open the Create New Contact dialog,
    2. Select a location.
    3. Enter the first name, last name, and email address.
    4. Optional: Add a note.
    5. Click Save.
  3. If you plan to give the user access to log in to the platform, create a login for the user.
    1. From the Contacts & Logins grid, select a user, and from the pop-menu, click Login to open the Contact Login grid.
    2. Click Create New to open the Create New dialog.
    3. Enter a username.
    4. Enter a password.
    5. Set an expiry date.
    6. Enable the login to allow the user to log in to Envizi ESG Suite.
    7. Set the language to English or US English. You only have an option to change it if your organization has multiple regions.
    8. Set the access level. Select organization, group, or location.
    9. Set the time zone.
    10. Click Save. By default the user is created with the general access role.
  4. Optional: To change the access role of the user, from the Contacts and Logins grid, select the user:
    1. From the pop-up menu, click Login.
    2. Select the user login, and from the pop-up menu, click Set as System Administrator, Set as General User, or Set as View Only.
  5. If you plan to assign a work role to the user,
    1. From the Contacts & Logins grid, select the user, and from the pop-up menu, click Work Roles.
    2. Click Create New
    3. Select the contact.
    4. Select a work role from the list, for example, Data Manager.
    5. Click Save.
  6. If you plan to assign a user to a group, from the Contacts & Logins grid, select the user, and from the pop-up menu, click Groups Managed, and select one or more groups.
  7. To edit a contact, in the Contacts & Logins grid, select a contact, from the pop-up menu, click Edit Contact, and update the fields.
  8. To delete a contact and the associated login, in the Contacts & Logins grid, select one or more contacts, and from the pop-up menu, click Delete Contact(s).

What to do next

After you create or update contacts, run the Extract for Contacts report to verify that the updates are consistent with the configuration of other users in the organization.

Notify users about access