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Manage Cloud Portal User Access

Updated

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.

  • Email
  • 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

  1. Select Create User.
  2. Enter a First Name, Last Name and Email.

      Note

    Note: You can’t use an email address already used for another user.

  3. (Optional) Select the User Access Admin checkbox to allow the user to manage other users’ access from the User Access Management page.
  4. To add Product Roles:
    1. Select the product from the Product dropdown.
    2. 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.

    3. Select Add Product Role.
  5. 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.

    1. Select Assign Tenants to select the tenants the user should have access to.
    2. Search or look down the list of tenants. Select the checkboxes next to the tenants.
    3. If you selected the Limited Safeguarding Contact or Safeguarding Contact role, you can add Tenant Notes.
    4. If you selected the Safeguarding Contact role, you can select the checkbox to send this user a Weekly Email summary about the Tenant.
    5. Select Update Product Tenants.
  6. To remove a Product Role:
    1. Select Remove Product Roles.
    2. Select Remove Access or Delete Role (if removing the Reporting Admin role).
  7. If you assigned the user a Monitor role, enter Phone 1 and optionally Phone 2.
  8. (Optional) Enter a description.
  9. 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.

  1. Select the Copy user button.
  2. Enter the First Name, Last Name and Email.
  3. If you selected Monitor, enter Phone 1 and optionally Phone 2.
  4. Update Product Roles if needed.
  5. 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:

  1. Select the Edit user (pencil) button.
  2. Make changes as needed.
  3. 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:

  1. Select the X next to the role.
  2. Select Delete Role.

Delete a user

Method 1:

  1. Select the X button.
  2. Select Delete User.

Method 2:

  1. Edit a user.
  2. Remove all product roles.
  3. 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:

  1. Select the Edit user (pencil) button.
  2. Select Enable User Access.
  3. Add Product Roles if needed.
  4. 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 .