Learn how to effectively manage your team's users on magnews by assigning each member a specific role based on their skills and responsibilities.
Whether your team consists of users with standard or custom roles, you will have the ability to optimize their work, ensuring that each member can only access the functionality defined for their role.
User Management
Access the 'Settings' menu, expand 'Users and Security' and go to the 'Users' section.
In the 'Users' section you will find a list showing you different information regarding all the users on the platform.
Using filters you have the ability to search and select users based on their specific data.
Displayed in the list, you will have the main data related to each user including:
- Username: key identifier for logging into the platform
- Role: clearly indicates the user's role within the team, allowing you to understand their specific responsibilities
- Last login: allows you to monitor user activity and check their behavior on the platform
- Badge AdS: indicates whether the user is a system administrator if your account has the option enabled
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Two-Factor Authentication (2FA): checks whether 2FA is enabled or disabled for each user.
If it is disabled, you can recommend that it be enabled so as to strengthen account protection and ensure greater security of personal information - Advanced permissions: allows you to see what specific permissions have been granted to each user, giving a complete overview of their permissions
The 'More' button (represented by the three dots) appears at the end of each user-related row and at the home of each user profile.
This button gives you access to a number of basic user management actions:
- Suspend
- Reactivate
- Delete
Suspend and reactivate your users
The 'Suspend' and 'Reactivate' actions allow you to easily and immediately manage the status of users on the platform.
If a user is active, you will only see the 'Suspend' option; conversely, if the user is suspended, only the 'Reactivate' option will be available.
When you suspend a user, they will lose access to their account and will no longer be able to use the Magnews API or FTP service. However, scheduled tasks such as submissions, workflows, and data imports will continue to run uninterrupted.
How to suspend a user
When 'Suspend' action is selected, a window will open presenting you with two options:
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Suspend the user immediately: applying the suspension in real time.
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Schedule the suspension at a specific date and time: you will have the flexibility to schedule the suspension by adapting it to your operational needs.
If you choose this option, an alert will appear on the user's home page indicating the date and time when the suspension will take place.
Once a user has been suspended, a yellow badge labeled 'Suspended' will appear in the row related to the user's profile and next to the title at the top of the user's home page, allowing the user's status to be clearly indicated.
How to reactivate a user
When 'Reactivate' action is selected, a window will open, that will allow you to reactivate the selected user.
Following the same procedure, users suspended for inactivity can also be reactivated.
How to delete a user
The 'Delete' action allows you to remove a user from the platform permanently. In some cases, the system may require you to assign the tasks associated with the user you want to delete to another team member to ensure business continuity.
However, it is important to note that a user may not be deletable if it is connected to essential processes or configurations that are still active. In such cases, it will first be necessary to manage or resolve these dependencies in order to proceed with elimination.
Security
Access to the user management screen is restricted only to users with the 'User Management' permission enabled.
To ensure maximum security and data protection, it is essential that each user has a personal account. Assigning individual accounts not only makes it easier to monitor and control the activities carried out within the platform, but also ensures secure management of sensitive information.