Proper user management helps you organize your team's work, assign appropriate roles and permissions, and keep account security under control. In the User management section, you can create new users, edit existing ones, and configure profiles, preferences, security settings, and permissions based on your team's operational needs.
Whether you're creating a profile for a new team member or updating an existing user's information, this section gives you the flexibility to adapt to your organization's workflow.
User list
To access user management, open the Settings menu, expand Users and security, and select Users. This section displays the list of users available on the platform.
To create a new user, click New user in the top-right corner. A window opens where you can configure the new profile.
Create and edit a user
The window is organized into two main sections, available both when editing an existing user and when creating a new one: Profile and Preferences.
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Profile: enter the user's main information.
Required fields are:
First name
Username: the unique identifier required when the user logs in. Fill it in carefully to avoid duplicates.
Role: use this drop-down menu to assign a role to the user. You can choose one of the platform's standard roles or create custom roles to match your team's needs.
Email: the user's email address. Platform access notifications, password recovery messages, and other platform notifications are sent to this address.
Additional optional fields are Last name, Company, and Mobile phone, which help complete the user's profile.
The Send the user a password recovery email option is enabled by default. Keeping it selected allows the platform to send the user an email with instructions for setting their password.
If the System Administrator Log module is enabled for the account, the The user is a System Administrator option may also be available. Use it to indicate whether the user has this role within your organization.
Preferences: configure user experience settings.
You can configure:
- email updates subscription;
- Expert mode;
- language;
- time zone;
- custom formats for time, dates, long dates, and numbers.
The selected language is applied throughout the platform and determines the default formats. If needed, you can enable Customize formats and manually configure the format for time, dates, and numbers.
The Receive email updates option allows the user to receive communications about new features, best practices, platform improvements, and other useful updates.
The Expert mode option is designed for advanced users. When enabled, it displays technical information that is normally hidden, such as full timestamps, internal IDs, and metadata.
Edit a user
From the user list, you can select a user and view their profile.
The user page displays the main profile information, the Security section, permissions, last login information, and recent activity.
To edit the user's settings, click Edit in the top-right corner. The edit window is organized into four sections:
Profile: edit the user's personal and identification information, such as first name, last name, company, mobile phone, username, and role.
Preferences: update the user's language, time zone, formats, and experience settings, such as email updates and Expert mode.
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Security: configure settings related to account protection.
You can manage:
automatic user suspension due to inactivity;
password expiration;
restricting access to specific IP addresses.
The Do not suspend the user due to inactivity option prevents the user from being automatically disabled even if they do not access the platform for a certain period.
The Disable password expiration option prevents the user's password from expiring. It is recommended to use this option only when necessary.
The Restrict this user's access to specific IP addresses option limits access to the platform based on the configured IP addresses. You can specify whether access is allowed or denied for the listed IPs and add one or more addresses.
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Permissions: define which platform features the user can access. Configurable permissions include:
FTP/SFTP access: allows the user to access FTP or SFTP storage areas for file management and transfer.
Web Service access: allows the user to use APIs and web services for integrations and automations.
Simply SMTP access: allows the user to use Simply SMTP to send emails.
Can send communications and messages to contacts: allows the user to send communications and messages to contacts, activate transactional communications, or start workflows containing sending nodes.
The Permissions section displays both enabled and disabled permissions. Enabled permissions are identified with a green icon, while unavailable permissions are shown with a gray icon. This allows you to quickly verify which features are available to the user and which are restricted.
Creating and editing users is available only to users with the User management permission. This ensures that profile management is restricted to authorized users.
It is important to assign permissions that match each user's role, avoiding permissions that are either excessive or too restrictive for their actual operational needs.