User management

Into the user's list screen, you can:

• Filter the list to view a more restricted list of users or perform a search.

• Create a new user. For more details on creating a new user, please refer to the section: User creation.

By selecting a specific user from the list, you can:

• Display the entire history of the user selected. All changes made to the user since its creation are listed with the corresponding dates and the identity of the modifier.

• View all user details listed in the Detailed User Information section.

• Edit the information of the selected user.

• Duplicate the selected user. All the information of the selected user is pre-filled in the new user creation screen except the username and email address which are unique fields.

• Approve the selected user. If the user status is “To review”, you can approve the user changes.

• Reject the selected user. If the user status is “To review”, you can reject the user changes.

• Block or Unblock the platform access for the selected user.

• Reset the MFA (Multi-Factor Authentication) of the selected user.

• Delete the selected user. This action is final, please perform it with caution.

For each user, the following information is available:

• Id: an internal identifier.

To access or copy this identifier, click on the number located in the first column: it is copied to the clipboard. You can use it to document issues for example.

• Username: identifier to use on the login page.

• Email: email address to use for account activation and password reset.

• Belongs to: the organization to which the user belongs.

• Accessible organizations: list of organizations to which the user has access.

• Roles: list of roles applied to the user.

• Transaction Approval Limit: limit applied when approving transactions.

• Status: status of the user access.

  • It can be: active - the user can be authenticated into the platform, or blocked - the user authentication is unavailable.

  • It can be: approved - the information contained in the review is validated by another user, or to review - user changes need approbation to apply to the current user; or rejected - user changes are rejected by another user.

A user could be blocked for two reasons: multiple invalid authentications, manual blocking, or user-created but not approved yet. To unblock a user, please select it and click on the Unblock button.

• MFA: status of user the Multi-Factor Authentication

If the user's MFA has never been configured before or has just been reset, the status will be No. If you need more information to configure the MFA, please refer to this procedure.

• Last login: date and time of last successful connection.

• Timezone: the timezone of the user.

From the organization dropdown, select the organization to which the user will belong and click on Create. The organization will be set as the Belongs to the organization.

When creating a new user, you need to specify all of the following general fields:

• Username: only alphanumeric characters and the following characters '_', '+', '-', '.', '!', '#', '$', ''', '^', '`', '~' and '@' are accepted.

• User email: please take care to fill in this field correctly, to activate a user's account, they must validate the email address received when creating their account.

• Timezone to display all transaction and file dates in your timezone.

• Select the accessible organizations from which the user can take action and view the data. The available organizations are those that the user has access to and are shown in a dropdown tree structure with any sub-organizations listed below.

• Select the roles you want to assign to the user. Please take note of the different roles available in the platform before assigning them. You can also create your roles.

To choose more than one item in a list, keep the control key (Ctrl) down on your keyboard while clicking a new item on the list.

You can also add the following optional fields:

• Transaction approval limit amount with the corresponding transaction approval currency: this option adds a restriction on the maximum amount for which the user will be able to approve a transaction.

If the transaction that the user wants to approve has a different currency than the one defined for the approval limit, an equivalent amount with currency change (manual or automatic entry for your organization) will be done.

When creating a user, this one is not directly active, i.e. the user will not be able to connect to the platform until he is approved by a second user (different from the user who created the new user). Its status is both To review because it requires approval, but also Blocked because the new user cannot connect.

All users into the platform need to be approved after creation or edition for security and compliance reasons.

Following the creation of a new user or the edition of an existing one, it is then possible to approve the user. You can find the screen below showing all the content before (in red) and after modification. The status of the new user will be updated and changed from Blocked to Active the account is then unblocked and the account can now be used. For a new or an existing user, the approval status will change from To review to Approved certifying that the information has indeed been verified by a second user. It is also possible to reject a user pending approval.

You can’t approve a user if you are the creator or the modifier.

For the rejection, a user can reject his creation/changes as can another user as well. If a new account is rejected the system will delete that account. If the user is rejected after an edition, the platform will simply discard the changes, and that user will still be usable but will contain the value that it had before the edition.