You can add as many users as needed to manage different areas of the Cloud Portal using the User Access Management page.
Note
If you have a Smoothwall Hybrid setup, manage On-Premise Administrators in the On-Premise Appliance.
Before you begin
Review the available Roles and the associated permissions to determine the access each user requires:
Important
You must have the User Access Admin role to access the User Access Management page.
- If you don’t have this role, contact your organization’s Administrator.
- If nobody in your organization can access the User Access Management page, raise a Support ticket.
View users and their current Roles
Go to Admin Panel > User Access Management.
The table contains these columns: Select any column header except for Roles to order.
- First Name
- Last Name
- Roles: A list of all the roles the user currently has.
- MFA:
- Toggle on to require the user to set up and sign in with MFA.
- To reset MFA, select Reset or toggle off and back on.
- Actions: Edit (pencil icon), copy (papers icon) or delete (X icon).
You can filter the list using:
- Search bar: Enter an email address, first or last name.
- All Users/With Roles button.
- Filters button. Select filters, then select Apply Filters:
- Role
- Product
- Tenants: Shows users linked to all tenants (for example, Reports Admin (All)) or the selected tenant.
- Status (Inactive/Active)
Add a user
- Select Create User.
- Enter a First Name, Last Name and Email.
Note
Note: You can’t use an email address already used for another user.
- (Optional) Select the User Access Admin checkbox to allow the user to manage other users’ access from the User Access Management page.
- To add Product Roles:
- Select the product from the Product dropdown.
- Select a role from the Role dropdown.
Tip
If you select the Monitor Product, you can assign one Contact role and one or more Admin roles.
- Select Add Product Role.
- If you select a (selected tenants) role for Cloud Filter or Cloud Reporting, or any Monitor role except for Monitor Integration or Scheduling Admin:
Tip
Monitor refers to Tenants as Organizations.
- Select Assign Tenants to select the tenants the user should have access to.
- Search or look down the list of tenants. Select the checkboxes next to the tenants.
- If you selected the Limited Safeguarding Contact or Safeguarding Contact role, you can add Tenant Notes.
- If you selected the Safeguarding Contact role, you can select the checkbox to send this user a Weekly Email summary about the Tenant.
- Select Update Product Tenants.
- To remove a Product Role:
- Select Remove Product Roles.
- Select Remove Access or Delete Role (if removing the Reporting Admin role).
- If you assigned the user a Monitor role, enter Phone 1 and optionally Phone 2.
- (Optional) Enter a description.
- Select Save & Create New or Save User.
Cloud Portal sends a welcome email to users who have not previously had an account with this email address.
Copy a user
You can create a new user with the same Product Roles as an existing user.
- Select the Copy user button.
- Enter the First Name, Last Name and Email.
- If you selected Monitor, enter Phone 1 and optionally Phone 2.
- Update Product Roles if needed.
- Select Save & Create New or Save User.
Edit a user
Note
- If a user is active but has no Product Roles, saving will delete them.
- You can’t edit a user’s email address. To change it, delete the user then add them again.
- For some roles changes don’t apply immediately. Monitor Admins and User Access Admins must log out and back in to see updates.
To edit a user:
- Select the Edit user (pencil) button.
- Make changes as needed.
- Select Save & Create New or Save User. A confirmation message appears: ‘User has been successfully updated’.
You can also remove Product Roles from a user directly from the table:
- Select the X next to the role.
- Select Delete Role.
Delete a user
Method 1:
- Select the X button.
- Select Delete User.
Method 2:
- Edit a user.
- Remove all product roles.
- Select Save & Create New or Save User. A confirmation message appears: ‘User has been successfully updated’.
Manage inactive users
A warning icon (!) next to a user’s email address indicates the user is inactive and can’t sign in. You can’t copy or delete these users.
To re-activate the user and give them access:
- Select the Edit user (pencil) button.
- Select Enable User Access.
- Add Product Roles if needed.
- Choose one of the following options:
- Select Save & Create New or Save User to delete the user. A confirmation message appears: ‘User has been successfully updated’.
- Select Cancel to keep the user active without any Product Roles.
Audit User Access changes
Cloud Portal logs all actions made on the User Access Management page. For a copy of these logs, please raise a ticket .