Everyone who signs in to the portal has a user account. A user's permissions depend on the roles they belong to, as described in User role. To manage users, open the user menu in the top right corner, choose Admin center, then Users.
You need User Accounts at Update or higher to add, change, or remove users.
The user list
The list shows each user's full name and email. Click a column header to sort the list by that column. Locked users appear in red with a lock icon.
The arrow next to Add user opens Role management, which takes you to the Roles page, and SSO Authentication, where you connect a single sign-on provider.
Adding a user
Click Add user, then complete the following fields:
| Field | |
|---|---|
| Full name | The name shown in the portal and in the audit trail. |
| The address the user signs in with. Each email can belong to only one user. | |
| Send an information email | Sends the user an email about their new account. |
| Two factor authentication is required | The user must confirm each sign-in with a code. |
| Roles | Tick Is member? for each role the user should belong to. At least one role is required. |
Both options start switched on. When the form is complete, click Save.
Each user can have one active session across the portal and Operate. Signing in to either ends every other session for that user, including a portal session in another tab. Each person needs their own account.
Users who sign in through SSO for the first time receive an account automatically, with the roles marked as default SSO roles. See Default role for SSO users.
Changing a user
Click a user's name to open their account. In addition to the fields above, you can set the user's Language for the portal.
To give a user more rights, add them to another role. Across all their roles, the user receives the highest level assigned to each area, so removing one role takes away only the rights that no other role grants.
Click Activity to open a view titled Activity of followed by the user's name. It shows only that user's actions, leaves out the User column, and has the same date range, Include views, Action and Result filters, Load more, Columns, and Copy as CSV controls as the full audit trail. Click Back to user to return to their account.
Passwords, locking and deleting
The ⋮ menu at the end of each row contains three actions:
- Change password sets a new password for the user. It follows the rules on Change Password: 15 to 64 characters, with no character-composition rules. It is refused if it is too close to the user's name or email address, or appears in a known data breach. The dialog explains why a password was refused. These rules align with NIST SP 800-63B.
- Lock user prevents the user from signing in again until unlocked. It ends every open session. The portal signs them out on their next request, and Operate can keep working for up to 15 minutes, until its short-lived access expires. Their account, roles, and history remain, and Unlock user restores access.
- Delete removes the account.
Lock a user when access should stop temporarily, such as during a leave or an investigation. Delete the account when the person will not return.
The audit trail
Open the user menu in the top right corner, choose Admin center, then Audit trail. You need User Accounts at Read or higher to open the audit trail or a user's Activity view.
A user's Activity button opens the trail focused on that person.
The audit trail is a grid with columns Time, User, Action, Object, IP address, and Result. The Result is Done, or Refused when the server refused the action because the user's roles did not allow it. Refused rows appear in red.
The User, Action, and Result columns each have a filter under the column heading, set to Any by default. To see only refused attempts, set the Result filter to Refused.
By default, the audit trail shows changes, sign-ins, and sign-outs. Tick Include views to also see what people opened and listed.
Use From and To above the grid to filter by date range, up to 92 days at a time. Click Load more at the bottom to load older entries.
Columns chooses which columns are shown. Copy as CSV copies the loaded rows, for example, to hand the trail to an auditor.
Every request to the portal is recorded, including views and refused attempts. The audit trail cannot be edited from the portal. Object names the item, for example, “Access role: Risk analyst”. If an item has since been deleted, it shows the item's type and number.