Contents

Overview

Security groups

Users

Overview

The user’s module provides Operate administrators with a user interface for managing user accounts with a powerful permissions system.

Administrators can create security groups which may be required for granting access to various parts of the system. Users can be assigned to separate Assets, Projects, and security groups.

It is not possible to assign different security groups to different Assets or Projects.

Security Groups

By allocating permissions based on specific roles, projects, or departments, these groups ensure that users only access the information necessary for their duties, thereby enhancing security and operational efficiency. Administrators can define those groups and we can collaborate with you to analyse and setup the right levels of security for the roles using Operate.

Security can be applied at the Tenant, Asset and Project levels, with the granular controls allowing you to control Read, Write, Delete, Archive, Upload, and other permissions for the various modules within Operate. User access to specific Assets and Projects is managed within the user’s account.

View Security Groups

To view security groups:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click Manage security groups.
3. Find the security group you want to view, go to the context menu, and click View.

Edit Security Groups

To edit security groups:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click Manage security groups.
3. Find the security group you want to edit, go to the context menu, and click Edit.

Create Security Group

To create a security group:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click Manage security groups.
3. From the table context menu, click Create.
4. Enter a name for the group.
5. Enter the user access required for each of the modules in the three tabs Tenant, Asset and Project by either clicking each access level required or use the select all option (see the table below for further information).

Name	Type	Max Length	Required	Description
Name	String	100	Yes	Unique to tenant
Feature-action	-	-	Yes	At least one must be selected, see below

 

Export Security Groups

To export all the security groups into a csv file:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click Manage security groups.
3. From the table context menu, click Export.
4. Select a filename and location.
5. You will now have a csv file with all the security groups output to the location you selected.

Archiving Security Groups

To archive a security group:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click Manage security groups.
3. Find the security group you want to archive, go to the context menu, and click Archive.

View Archived Security Groups

To view archived security groups:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click Manage security groups.
3. From the table context menu, click View archived.

Restore Archived Security Group

To restore a previously archived security group:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click Manage security groups.
3. Find the security group you want to restore, go to the context menu, and click Unarchive.

Hide Archived Security Groups

To hide archived security groups:

1. When viewing archived security groups.
2. From the table context menu, click Hide archived.

Users

This section is a guide to managing users within Operate, covering various tasks such as viewing, creating, editing, uploading, exporting, disabling, enabling user. As well as managing user assignments to assets, projects, and security groups.

Viewing a User

To view a user:

1. From the Home Screen, go to the cog icon and click Manage users.
2. Find the user you want to view, click on the name of the users email in the table or go to the context menu and click View.

Creating a User

To create a user:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click Create.
3. Complete the required fields marked with * (see the table below for further information).

Name	Type	Max Length	Required	Description
Email address	String	255	Yes	Unique to tenant
First name	String	100	Yes
Last name	String	100	Yes
Region	String	100	No
Projects	Multi select dropdown	100	No
Security groups	Multi select dropdown	100	No

 

Uploading Users

To upload users:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click Upload.
3. You can download a template using the link.
4. Populate the below fields in the csv file:
   
   • Email
   • First Name
   • Last Name
5. Use the upload a file to navigate to your csv file and upload.
6. This process will create a task in the uploads section where you can monitor the progress of your upload. Please read the uploads article https://help.asset55.io/en_GB/operate/uploads for a more detailed description of how this works.

Editing a User

To edit a user:

1. From the Home Screen, go to the cog icon and click Manage users.
2. Find the user you want to edit, go to the context menu, and click Edit.
3. You can now edit and save the user.

Export Users

To export all the users into a csv file:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click Export.
3. Select a filename and location.
4. You will now have a csv file with all the users output to the location you selected.

Disabling a User

To disable a user:

1. From the Home Screen, go to the cog icon and click Manage users.
2. Find the user you want to disable, go to the context menu, and click Disable.
3. The user will now be disabled.

Enable a User

To enable a user that has been disabled:

1. From the Home Screen, go to the cog icon and click Manage users.
2. Find the user you want to enable, go to the context menu, and click Enable.
3. The user will now be enabled.

Resend User Invitation

To resend a user invitation:

1. From the Home Screen, go to the cog icon and click Manage users.
2. Find the user you want to resend the invitation, go to the context menu, and click Resend user invitation.

Add users to Assets and Projects

You can add users to assets and projects, this can be done by using the edit a user section. You can also perform updates on multiple users to the same assets and projects by using the process below:

1. From the Home Screen, go to the cog icon and click Manage users.
2. Select the tick next to the email address for each user you want to add to assets and projects.
3. From the table context menu, click Add users to assets and projects.
4. You can then add the users to assets and projects.

Add users to Security Groups

You can add users to security groups, this can be done by using the edit a user section. You can also perform updates on multiple users to the same security groups by using the process below:

1. From the Home Screen, go to the cog icon and click Manage users.
2. Select the tick next to the email address for each user you want to add to security groups.
3. From the table context menu, click Add users to security groups.
4. You can then add the users to security groups.

Archiving Users

To archive a user:

1. From the Home Screen, go to the cog icon and click Manage users.
2. Find the user you want to archive, go to the context menu, and click Archive.

View Archived Users

To view archived users:

1. From the Home Screen, go to the cog icon and click Manage users.
2. From the table context menu, click View archived.

Restore Archived Users

To restore a previously archived user:

• From the Home Screen, go to the cog icon and click Manage users.
• From the table context menu, click View archived.
• Find the user you want to restore, go to the context menu, and click Unarchive.

Hide Archived Users

To hide archived users:

• When viewing archived users.
• From the table context menu, click Hide archived.