Managing Users and Roles

    “User” refers to an individual who can access Compliance Manager through a unique login. Users with the Sys Admin role may add, edit, deactivate, or delete additional users from Compliance Manager for your company. Each user is assigned roles, in line with your business needs.

    You may perform these actions through the Users page in Settings.

    Users Page

    The user listing in the Users page displays the following information for each user: name, job title, whether the user is a primary user or not, phone, email, mobile, status, and whether the user is locked out. Clicking on a corresponding column header sorts the user listing by that criterion.

    Adding Users

    As a Sys Admin user, you may add new users to your company’s Compliance Manager account. After adding a user, you must assign appropriate roles to the user so the user can access necessary menu items and pages.

    Note: Creating a user in Compliance Manager does not automatically create a user login for Service Automation; you need to create a new user account in Service Automation.

    How to Add a New User and Assign Desired Roles

    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. Click Add a new user at the bottom of the users listing. The Add new user pop-up appears.
    5. Enter the name, email, and phone of the new user in the appropriate fields.
    6. (Optional) Add job title, fax, mobile, and the preferred phone number for text messages (sms) in the appropriate fields.
    7. (Optional) Check the box next to Is primary.
      Note: You can have only one primary user for your company, who by default is assigned all roles and receives all alerts.
    8. Click Save. The new user name and details display in the Users listing.
    9. Click the Roles tab. The list of all the users in your company and the roles assigned to them appear.
    10. Check the boxes next to the desired roles for the new user. The roles are saved.

    Modifying Users

    A Sys Admin user can modify users’ account information, add or remove roles, unlock user accounts, and reset passwords.

    Editing Users

    How to Edit a User Name and/or Contact Details

    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. Scroll to the right of the desired user, and then click Edit. The Edit user pop-up appears.
    5. Modify the desired fields.
    6. Click Save. The updated information appears in the users list.

    Changing the Primary Contact

    You may have only one primary user at a time for your company, who receives notifications by default. Note that you cannot remove the primary contact flag from a user, as a primary contact is always required. However, you may mark another user as primary, which automatically removes the primary flag from the first user.

    How to Change the Primary Contact

    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. Locate the user who you want to assign as the new primary contact, and then click Edit. The Edit user pop-up appears.
    5. Check the box next to Is primary contact.
    6. Click Save. The Is Primary box appears checked next to the newly assigned user.

    Assigning/Removing User Roles

    You may assign roles or remove previously assigned roles for existing users, as desired.

    How to Assign/Remove Roles for a User

    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. Click the Roles tab. The user listing appears, listing all the users in your company and the roles assigned to them.
    5. Locate the desired user, and check or uncheck the desired roles to assign or remove those roles, respectively. The changes are saved.

    Deactivating or Deleting Users

    You may deactivate a user to temporarily bar him/her from accessing Compliance Manager, or delete the user to permanently remove access. You may reactivate a deactivated user at any time.

    How to Deactivate a User

    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. To the right of the desired user, click Edit. The Edit user pop-up appears.
    5. Check the box next to Inactive.
    6. Click Save. The user is deactivated, and the Delete link appears in the status column in the Users page.

    How to Reactivate a User

    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. Scroll to the right of the desired user, and click Edit. The Edit user pop-up appears.
    5. Uncheck the box next to Inactive.
    6. Click Save. The user is reactivated, and the user’s status changes to Active in the user listing.

    How to Delete a User

    Note: To delete a user, you must first deactivate the user.
    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. Locate the desired user, and click Delete under the Status column. A confirmation dialog appears.
    5. Click Delete. The user is removed from the Users list.

    Resetting Password for Users

    As a Sys Admin user, you may reset passwords for desired individual users or force reset password for all users in your company when considered necessary for security reasons.

    How to Reset a Single User’s Password

    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. Scroll to the right of the desired user, and then click Edit. The Edit user pop-up appears.
    5. Check the box next to Reset password.
    6. Click Save. The user receives an email with instructions to reset his/her password.

    How to Force Reset Password for all Users

    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. At the bottom of the page, click Reset password for all users. The Force reset password pop-up appears.
    5. Click Reset. All users receive emails with instructions to reset their Compliance Manager passwords.

    User Lockout

    For security reasons, you may require that user accounts be locked after a limited number of login attempts. You may also set locked accounts to unlock after a set amount of time, letting the user try either logging in later or resetting the password. To enable the User Lockout feature, please contact your ServiceChannel Representative or ServiceChannel Support.

    When user lockout is enabled, and a user gets locked out of his/her account, a Sys Admin user may unlock the user account and reset the user’s password.

    How to Unlock a User’s Account

    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. To the right of the desired user, click Edit. The Edit user pop-up appears.
    5. Uncheck the box next to Is locked out.
    6. Check the box next to Reset password.
    7. Click Save. The user receives an email with instructions to reset the password.

    Removing Single Sign On for Users

    In case you want to turn off the Single Sign On option for a user, which enables the user to access Compliance Manager through his/her Service Automation login, you may do so from the user listing.

    Note: Users can also remove themselves from Single Sign On. See Managing Single Sign On Settings for more information.

    How to Remove Single Sign On for a User

    1. In the far-right corner of the submenu at the top, click Settings (gear icon). The Settings page appears.
    2. At the top of the page, click the Company tab. The Manage Permissions page appears.
    3. In the left navigation menu, click Users. The Users page appears.
    4. Locate the desired user, and click the Delete SSO Link at the right. A confirmation dialog appears.
    5. Click Delete. Single Sign On is removed for the user, and the Delete SSO Link disappears from the user listing.