Permalink: https://doc.oneportal.fi/x/zoIW

Main Menu selection Accounts is where user accounts are managed. Here settings for existing accounts are changed, new accounts are created and old accounts are removed.

The selection buttons Add, Edit, and Delete are rather intuitive, and deserve not much explanation. Filtering and Actions are more interesting.

User accounts have few special symbols:

• Green check-mark next to phone number or email address denote that phone number or email address has been formally verified.

• One red lock next to sign-in name denotes account is locked in the LDAP Server. Two red locks denote account is locked both in LDAP Server, and in onePortal™.

This Main Menu selection is only available for user accounts with role Account Admin or Account Auditor.

Filtering accounts

Selecting “Filtering” opens a dialogue and allows for narrowing down which user accounts are shown on the list. Only accounts matching the filter criteria are shown.

Two common user cases for filtering are:

• Selecting a desired set of user accounts, and then selecting Actions > Export..

• Finding Locked or other special user accounts which deserve attention.

Actions menu

On the right end is a menu button Actions, which opens a menu for executing less common tasks, such as inviting new user account(s), importing new user accounts(s), exporting selected user accounts(s), locking/unlocking user accounts, hiding and revealing user accounts, enforcing password change during next sign in, changing a forgotten password manually by admin, and other less common tasks.

Managing passwords and authentication methods

If account(s) are selected, under Actions there are options for managing passwords.

1. Password may be changed. A new password may be entered manually or a new password may be generated automatically. Changed password can also emailed to the user(s). It is recommended to require the user to change the password at the next sign-in to guarantee that only the user knows the password.

2. User(s) may be requested to change their password(s) at next login. Selecting this sends the selected user(s) an email with a link to change the password.

3. User(s) may be enforced to change their password(s) at next login. Selecting this shows the selected user(s) a password changing view at next sign in. No email message is sent.

4. Two-factor authentication (2FA) may be enabled or disabled for selected user(s). Here only SMS-based 2FA may be enabled as using TOTP-authentication requires software installed to the mobile phone and the status of installation is unknown to the system.

Sending messages to users

If user account(s) are selected, it is also possible to send messages to user account(s).

1. An email messages can be sent to user(s).

2. A SMS message can be sent to user(s). User must hold the role of SMS admin to use this feature.

3. A message can be sent to selected user(s) using all available channels. If SMS channel is selected in the message creation view, sending message must hold the role of SMS admin.

4. Verify email message sends an email message containing a verification link to selected user(s).

5. Clicking User consent opens up a dialogue where viewing and management of user’s consents on various topics such as locationing, profiling and marketing, is possible.

Locking/unlocking user account

Locking user account disables sign-in for selected user(s). Unlocking enables sign in for selected user(s).

Hiding account/making hidden account visible

It is possible to hide an user account from different views and lists. This can be used for example for hiding administrative accounts in order not to make any changes to them by mistake. Selecting “Hide selected account” hides selected account(s). Selecting “Make selected account visible” makes selected account(s) visible again. Note that hidden accounts can be found only after changing account view filtering criteria to include hidden accounts:

1. Click “Filtering” button to open the filtering criterion window.

2. Use “Visibility” drop down and select “Show all” or “Show hidden” to show hidden accounts.

3. Close the filtering criterion window. Account list is now updated to contain also hidden accounts.

Inviting new user accounts via email

It is possible to invite new user accounts to onePortal™ via email instead of manually creating them. The only required information is email address of the new user account(s). It is possible to invite many accounts simultaneously.

The following tasks open the invitation dialogue.

1. Select “Accounts” on the Main Menu.

2. Open “Actions” menu.

3. Select “Invite new user account(s) via email”. Read all instructions on the opening dialogue.

4. Enter or copy-paste email address(es) to the field “Invire recipient email address(es)”.

5. Optionally select checkbox Customise invitation email content.

6. Optionally customise the Subject field.

7. Optionally customise the Message field.

8. Select “Send email” after the invitation email content is sufficient, or select “Cancel”, not to send invitations.

When beginning to use this feature, it is recommended to start by inviting only few new accounts, and once you feel comfortable, you may invite more new users at once.

It is generally a good idea to keep invited user accounts on a separate file(s) for personal tracking purposes.

This kind of “slow start” and “learning by doing” is generally a good practice. Also, remember to ask technical support for guidance and recommendations.

Managing previously sent invitations

Account admins may manage open invitations. The following tasks open the open invitation manager.

1. Select “Accounts” on the Main Menu.

2. Open “Actions” menu.

   
   Opened invitation manager view

3. Select “Manage open invitations”. This will open the dialogue shown above.

4. On the Invitation manager, you may withdraw (cancel) pending invitations and resend invitation to elected invitees. You may also select which invites are shown. Accepted invites can be viewed here for 30 days.

5. Select “Close” to end managing invitations.