Managing Users

With transparency and GDPR compliance in mind, but also to ease up the management of your licence, ACTITO allows the users having access to the standard configuration "Admin" to directly take charge of the management of the users of their company. You can:

  • Manage users rights

  • Create new users

  • View licence data access

  • View the parameters of your own account

Reaching the account management menu

You can reach the account management menu at any time via the taskbar permanently displayed at the top of your licence.
You only have to click on the icon in the top right corner, which was previously used to log off.

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A window which will opens can still be used to log off, but includes many additional features.

The account management menu

The first section will give you a summary of the following information:

  • The name of the licence

  • Your user name

  • The time zone in which you are operating

  • The date of your latest login

The features displayed in the menu will vary according to your user configuration in the licence.

Standard user

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Licence administrator

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Standard features

See my account

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Click on the "See my account" button to reach the information specific to your account within the licence.

This information is divided into 2 sections:

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Personal information

This section summarizes the contact data associated to your account:

  • Your username (login)

  • Your name and first name

  • Your e-mail address

  • Your mobile phone number

  • Your gender

Permissions

This section details the authorizations associated to your account. In ACTITO, there are two different parameters which allow to define the authorization of an account.

  • Rights configuration: the rights configuration is used to define which applications you can access. Each account is associated to only one rights configuration.

  • Available entities: entities are used to partition the resources of a licence. An account can access several entities. The default entity is highlighted in green and in bold.

(For additional information, see the chapters on Understanding Entities and Access Rights)
The date and time of your latest connection is displayed below these sections.

Change my password

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You can change your password directly in the interface. To do so, you will have to first of all enter your current password.

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Exclusive features for licence administrators

Manage users

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For licence administrators, the main purpose of the account management window will be to individually manage the users who have access to the licence.

By clicking on this button, you will reach a new application which will display every existing user in the licence. By using the search bar, you will be able to reach a specific account.

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Only the accounts used to access the interface of your Actito licence are managed by this application. For technical access to Actito's webservices, go the "Manage API users" app.

After selecting an account, you will be able to:

View the account

Enables you to view the personal data of an account, exactly like the "See my account" option available to each user for their own account.

Edit the account

Enables you to update the data of an account, which is to say:

Only the username (Login) cannot be modified after the creation of the account.

Deactivate the account

This option allows you to immediately remove the access to the platform for an account, without deleting it. Deactivated account cannot log in anymore and their access is blocked. They are found in the "deactivated" tab, to the left of the screen, from where it will be possible to activate them again at any time.

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Delete the account

Clicking on the "More" button will give you the possibility of deleting an account. A deleted user cannot access the licence anymore. Deletion is final and irreversible. However, you can always create an identical account again.

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Reset password

Clicking on the "More" button will give you the possibility of resetting an account's password. The current password will automatically be suspended immediately and the user will receive a password reset email in order to choose a new one.

This allows you to react quickly if you suspect that one of your employees' password has been compromised.

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Reset all passwords

Clicking on the "More" button will give you the possibility of resetting all the active accounts' passwords. The current password of each active user will automatically be suspended immediately and they will receive a password reset email in order to choose a new one.

This allows you to setup a password change policy for every X months, for instance.

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Create a user

In addition to managing existing users, you are now able to directly create new users in your licence. To do so, click on the '+ Create' button in the top left corner of the screen.

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General information

Start by specifying the 'Login' of the new user. This is the name that the user will have to enter in order to log in.
Next, you can provide the personal information of the user:

  • Name and first name

  • Language and gender

Next, the contact information:

  • E-mail address: it is advised to always a professional address and never a private address. This is indeed via this address that the user will be able to set up and retrieve their password.

  • Mobile phone number: if you activated 2 factors authentication in your licence, the mobile phone number is mandatory

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Authorizations

Finally, you can define the authorizations of the new user:

  • Rights configurations: this allows you to define which applications can be accessed by the user. Each user can only access a single configuration. There are several standard configurations: for more details, refer to the chapter "Understanding User Configurations".

  • Entity group: an entity allows you to partition resources and data (a database an e-mail, a template,…) A user can access several entities, as long as they are grouped within an entity group. For more details, refer to the chapter "Understanding Entities".

  • Default entity: if the user can access a group containing several entities, you will have to specify the default entity.

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Licence accesses

Licence administrators have the possibility of checking the licence connection history via the "Licence accesses" button.

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This history is divided into 2 parts, which can be reached with the tabs to the left of the screen:

Users access

Lists the accesses of internal users of your company. The information provided is:

  • The user name (login)

  • The precise date and time of each connection

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ACTITO support access

In order to be able to help you with problems, questions, technical operations or bugs encountered in your licence, the ACTITO teams might have to connect to your licence in order to investigate directly.
For transparency purposes, all these connections are listed in the "ACTITO support" tab. In addition to the access moment, you will be able to see the number of the ticket related to the problem which required the connection, as well as an additional description.

The Actito_support account

When the ACTITO teams have to access your licence for an operation or a specific problem, they will systematically use a secured account called actito_support.

With GDPR compliance in mind, this account is created with a specific rights configuration which gives access to every application in your licence, excepted everything related to data export. Your data remain therefore completely in your hands.

You cannot edit or delete the actito_support account. However, you always retain the possibility to cut the access to the ACTITO teams by deactivating the account.
Please note that such a deactivation would prevent any investigation in case of problems which require us to connect to your licence.

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