Managing your team effectively is essential to maximizing productivity and fostering a collaborative environment.
In the 'User Management' section you will find the tools you need to enable you to create or edit profiles for your team members according to your specific needs.
Whether you are setting up a new profile for a team member or editing the information of an existing user, this section gives you the flexibility to best adapt to the different dynamics of your work.
List of users
Go to the 'Settings' menu, expand 'Users and Security' and go to the 'Users' section.
In this section you will find a list of all users on the platform.
Pressing the top right button 'New User' opens a window that allows you to easily create a new user profile.
User profile creation and editing
The window is organized into two main sections: 'Profile' and 'Preferences'.
The 'Profile' section presents the main fields in which basic user information is to be entered, while the 'Preferences' section allows various aspects of the interface to be customized.
These sections are present both in the window for editing an existing user and in the window for creating a new user.
Profile
In the Profile section, you must enter a set of key information.
You are required to enter certain fields without which you will not be able to proceed with saving the profile:
- Username: This is the unique identifier that is required from the user when logging in to access the platform.
It is important to pay special attention to this field by following specific rules to avoid duplicates. - Role: from this drop-down menu, you can select the role to be assigned to the user.
You have the option to choose from the platform's standard roles, or create custom ones based on your team's needs. - Email: enter the user's email address to which login credentials, password change instructions, and all notifications including those related to shipments will be sent.
In addition, there are three other fields: 'Surname', 'Company' and 'Cell phone' that provide an opportunity to enrich the user's profile and facilitate more precise identification. We encourage you to fill them in, as more information entered will contribute to more effective management and optimal personalization of the user experience.
The final option is enabled by default and it is advisable to keep it selected. With this feature, the system will automatically send the new user an email containing login credentials and a button to set a new personal password. This process allows the user to create a new password and know it directly, thus improving security and self-management of login credentials.
In the edit window of an existing user, the email is viewable in read-only mode.
In addition, if system administrator access logs are active ('System Administrator Log' module active in the account), there is an option that if you decide to activate, allows you to indicate whether the selected user is a system administrator in your organization.
Preferences
In the 'Preferences' section you have the ability to customize the user experience.
You can decide whether to subscribe the user to the newsletter and also select the preferred language and time zone.
By changing the language, the default formats (such as hours and numbers), will automatically adapt to your choices; however, you always have the option to further customize the default formats according to the needs of your team members.
Wondering why you should subscribe your team members to the newsletter? Subscribing allows you to receive regular updates on new features, best practices, and useful tips for making the most of the platform, so you will always be informed about the latest news.
Edit a user
From the list of users you have the ability to select a user and view their profile.
In the upper right corner is the 'Edit' option; pressing this button opens a window that allows you to change settings related to the selected user profile.
The window has four sections: 'Profile', 'Preferences', 'Security' and 'Permissions'.
Security
The 'Security' section allows you to configure crucial aspects related to user protection and control.
Here you can manage settings such as automatically suspending the user in case of inactivity, disabling password expiration, and restricting access to specific IP addresses.
Every choice you make in this section directly affects the user's security.
- Deciding, for example, not to suspend a user for inactivity means that a user will not be automatically disabled if he or she does not access the system for a certain period of time.
However, this measure is essential to reduce the risk of unauthorized access, since an inactive account represents a potential vulnerability. Although for some roles that require continuous availability it might be useful, it is essential to balance operational flexibility with security, ensuring maximum protection of the platform at all times. - Disabling password expiration is another sensitive setting. If this option is enabled, the user's password will never expire, which could lead to serious security risks.
A permanent password can become an easy target for cyber attacks because, once compromised, access would remain open indefinitely. Therefore, it is advisable to activate this option only when strictly necessary and limit its use. - Restricting access to certain IP addresses, on the other hand, is an effective measure to narrow the perimeter of access, reducing potential security risks. This strategy allows you to control who can access the system and from where, ensuring that only authorized users can enter.
Permissions
In the 'Permissions' section you can define in detail the functionality and limits for each user within the platform.
The available options determine the operations the user can perform and the resources he or she has access to, affecting his or her level of autonomy and responsibility.
Specifically, configurable permissions include:
- Access to the FTP/sFTP space: allows the user to access FTP or sFTP spaces for secure transfers and file management, providing secure control over data.
- Usage of web services: enables the user to interact with APIs and other web services, essential for integration with external systems and process automation.
- Usage of Simply SMTP: authorizes the user to use the SMTP server to send email, useful for managing communications directly from the platform.
- Can send communications and messages to contacts: grants the user the ability to send direct messages or communications to contacts, enable transactional communications or workflows that contain nodes that send messages.
In the user's home, the 'Permissions' section will clearly show both the active and inactive permissions associated with the user. This will allow you to see at a glance which operations and responsibilities the user is allowed to perform and which are restricted.
This feature simplifies the management of permissions, providing an immediate and comprehensive overview, enabling more effective and accurate management of roles and responsibilities within the team.
It is essential to balance permissions with the user's role, avoiding providing permissions that are excessive or limiting compared to the user's actual operational needs.
The creation and modification of a user are, in fact, actions reserved exclusively for those with the active 'User Management' permission; this ensures that only authorized people have all the tools they need to properly manage the different user profiles of team members.