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AdminUser ManagementAdding New Users

Adding New Users to DataQI

This guide walks administrators through the complete process of adding new users to your DataQI instance, from initial authentication setup to full access configuration.

Overview

Adding a new user to DataQI involves four key steps:

  1. Add users to your authentication system - Configure user access in your existing auth provider
  2. User visits DataQI - New users access the platform and trigger account creation
  3. Configure roles and groups - Set appropriate permissions and access levels
  4. Verify access - Confirm the user can access their assigned features

Step 1: Add Users to Your Authentication System

Before users can access DataQI, they must be added to your organization’s authentication system. Note: Authentication integrations are configured and managed by DataQI support - administrators cannot modify these settings directly.

Adding Users to Your Auth Provider

Add users to your existing authentication system (Azure AD, Google Workspace, SAML, etc.) following your organization’s standard procedures. The specific steps will depend on your auth provider:

  • Azure AD - Add users through Azure AD admin center
  • Google Workspace - Add users through Google Admin console
  • SAML/OAuth - Follow your provider’s standard user creation process

Important Notes

  • Authentication setup - Your DataQI instance’s authentication integration is pre-configured by DataQI support
  • Group mappings - User groups from your auth provider are automatically mapped to DataQI roles
  • No direct control - You cannot modify authentication settings or group mappings directly
  • Support contact - Contact DataQI support if you need changes to your authentication configuration

Step 2: User Visits DataQI

Once added to your authentication system, users can access your DataQI instance.

What Happens During First Visit

  1. User navigates to your DataQI URL (e.g., https://yourcompany.dataqi.ai)
  2. Authentication redirect - They’re redirected to your auth provider
  3. Login process - User enters their credentials
  4. Account creation - DataQI automatically creates a user account
  5. Limited access - User can see the platform but has no permissions yet

What Users See Initially

  • Dashboard - Basic interface with limited functionality
  • No data access - Cannot view assistants, documents, or data sources
  • Permission message - Clear indication that access needs to be configured
  • Contact admin - Instructions to contact administrator for access

Monitoring New User Logins

You can monitor new user activity through:

Admin Dashboard

  1. Go to User Management
  2. Check Recent Activity for new user logins
  3. Look for users with “Pending Setup” status

System Logs

  1. Navigate to Admin → System Logs
  2. Filter by User Events
  3. Look for “User Created” and “First Login” events

Step 3: Configure Roles and Groups

Once a user has logged in, you can assign appropriate roles and group memberships.

Accessing User Management

  1. Go to User Management
  2. Find the new user in the Users list
  3. Click on their name to open user details

Assigning Roles

  1. In the user’s profile, click Edit Permissions
  2. Select the appropriate Role from the dropdown
  3. Choose Effective Date (immediate or future)
  4. Add any Notes about the assignment
  5. Click Save Changes

For detailed information about each role, see User Roles & Permissions.

Adding Users to Groups

Groups allow you to manage permissions for multiple users efficiently.

Creating Groups (if needed)

  1. Go to User Management → Groups
  2. Click Create New Group
  3. Enter Group Name and Description
  4. Click Create Group

Adding Users to Groups

  1. Go to User Management → Groups
  2. Click on the desired Group
  3. Go to the Users tab within the group
  4. Click Assign User to Group
  5. Select the user(s) you want to add
  6. Click Add to complete the assignment

Data Access Configuration

Assistant Access

  1. Find the assistants you want the user to access.
  2. Click Manage on each assistant.
  3. Go to the Privacy tab.
  4. Click Add Users and select the user(s) you want to grant access to.
  5. Choose whether each user can Edit (full access) or View Only (cannot modify).
    • Note: If you want the user to add data to assistants, they must have the Resource Manager role assigned in User Management.
  6. Click Save to apply changes.

Step 4: Verify User Access

After configuring roles and groups, verify the user has appropriate access.

Testing User Access

  1. Ask the user to refresh their browser or log out and back in
  2. Check their dashboard - Should show assigned assistants and data sources
  3. Test functionality - Have them try using an assistant or accessing data
  4. Verify permissions - Ensure they can’t access restricted features

User Onboarding Checklist

  • User added to authentication system
  • User successfully logs into DataQI
  • Appropriate role assigned
  • User added to relevant groups
  • Data access configured
  • User can access assigned features
  • User understands their permissions
  • Documentation provided to user

Next Steps

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