Users

Users Tab: Comprehensive User Management

The Users Tab provides administrators with all the tools needed to manage individual user accounts efficiently. Here's a breakdown of the features and use cases available:

User Information Displayed

The user list includes key details for each account:

• Name and Last Name
• Email
• Role
• Associated Reporting Teams
• Status

Roles Overview

Roles define each user’s permissions within the platform:

• Account Manager: APLANET staff with permissions equivalent to a Super Admin.
• Super Admin: Full access to manage everything, including dimensions, KPIs, and all user and data point permissions.
• Admin: Access restricted to assigned dimensions and KPIs as defined by reporting teams. Can fill, validate, and consolidate data within these permissions.
• Regular User: Limited to My Tasks and profile, with permissions tied to specific dimensions and KPIs.
• External User: Identical to Regular User, labeled to distinguish external collaborators.
• Auditor: Read-only access to all data, including downloads of files, evidence, and reports.

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Use Cases

1. Add a New User

Objective: Add a user by specifying their role and sending them an invitation.

Steps:

1. Click the Add User button in the top-right corner of the Users tab.
2. Fill in the following details in the Creation User drawer:
   • Name: First name.
   • Last Name: Last name.
   • Email: User’s email (used for the invitation).
   • Role: Select a role from the dropdown menu.
   • Language: Choose the user’s preferred language.
3. Click Save to create the user.
4. An invitation email is sent automatically with access instructions.
5. The user appears in the list with a status of Invited.

2. Edit an Existing User

Objective: Modify user details, such as name, email, or role.

Steps:

1. Locate the user in the Users tab and click their row.
2. The Edit User drawer opens, displaying their current details.
3. Update the necessary fields and click Save.

3. Delete a User

Objective: Remove a user and revoke their platform access.

Steps:

1. Locate the user in the Users tab and click their row to open the Edit User drawer.
2. Click the Delete User button.
3. Confirm deletion by typing “delete” in the pop-up modal and clicking Delete.
4. The user is removed from the list.

4. Resend User Invitation

Objective: Resend the invitation email to users with an Invited status.

Steps:

1. Find the user with Invited status in the Users list.
2. Click their row to open the Edit User drawer.
3. Click Resend Invitation in the top-right corner.
4. The system sends a new invitation email.

5. Reset User Password

Objective: Send a password reset email to an active user.

Steps:

1. Locate the user with Active status in the Users tab.
2. Open the Edit User drawer by clicking their row.
3. Click Reset Password in the top-right corner.
4. An email is sent with instructions to reset their password.

6. View User Information

Objective: Review detailed user information, including assigned reporting teams.

Steps:

1. Click on the user’s row in the Users list to open the Edit User drawer.
2. Review their details, including role and reporting teams (read-only).

7. Filter Users by Role or Status

Objective: Narrow down the user list by role or status.

Steps:

1. Use the Role filter at the top of the Users tab to select one or more roles (e.g., Admin, Auditor).
2. Alternatively, use the Status filter to find users with a specific status (e.g., Active, Invited).
3. Clear filters to return to the full list.

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Other features

Notifications and Communications

• User Invitation: Sent automatically when a new user is created.
• Resend Invitation: Triggered manually for users who haven’t activated their accounts.
• Password Reset: Sent when admins use the reset functionality.

Permissions and Access

Only Admins, Super Admins, and Account Managers have access to the Users Tab.

Reporting Teams

Admins can view (but not edit) a user’s assigned reporting teams in the Edit User drawer.

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By managing users and their roles in the Users Page, administrators can ensure that the right people have access to the appropriate data and tools, streamlining the workflow while maintaining control and security over the data management process.