Managing Existing Users

This guide covers how to modify user accounts, update permissions, and manage existing users in your DataQI instance.

Accessing User Management

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

User Account Management

Viewing User Details

The user profile shows:

• Basic Information - Name, email, role, status
• Group Memberships - Which groups the user belongs to
• Recent Activity - Login history and actions
• Permissions Summary - Current access levels

Updating User Information

1. Click Edit Profile in the user’s details
2. Update Name, Email, or Status
3. Add Notes about the user if needed
4. Click Save Changes

User Status Management

You can change user status:

• Active - User can log in and use the platform
• Inactive - User cannot log in but account is preserved
• Suspended - Temporary suspension of access
• Deleted - Permanent removal (use with caution)

Role Management

Changing User Roles

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

Role Change Considerations

• Immediate effect - Changes take effect when user refreshes
• Permission impact - New role may grant or remove access
• Data access - May affect access to assistants and data
• Communication - Notify user of role changes

Temporary Role Assignments

For temporary access needs:

1. Assign role with future effective date
2. Set expiration date if supported
3. Add notes about temporary nature
4. Monitor usage during temporary period
5. Remove role when no longer needed

Group Management

Adding Users to Groups

1. Go to User Management → Groups
2. Click on the target Group
3. Go to Users tab
4. Click Assign User to Group
5. Select the user
6. Click Add

Removing Users from Groups

1. Navigate to the group’s Users tab
2. Find the user to remove
3. Click Remove next to their name
4. Confirm removal

Bulk Group Changes

For multiple users:

1. Select users using checkboxes
2. Choose Bulk Actions
3. Select Add to Group or Remove from Group
4. Choose target group
5. Confirm action

Permission Management

Assistant Access Control

To modify user’s assistant access:

1. Go to the Assistant you want to modify
2. Click Manage → Privacy tab
3. Find the user in the access list
4. Change access level:
   • View Only - Can use but not modify
   • Edit - Can modify and configure
5. Click Save

Data Access Control

To modify user’s data access:

1. Navigate to the Data Source
2. Go to Access Control tab
3. Find the user in the access list
4. Modify permissions:
   • View Only - Can see but not modify
   • Manage - Can add/remove content
5. Click Save

User Activity Monitoring

Viewing User Activity

1. Go to user’s profile
2. Click Activity tab
3. View:
   • Login history - When and where they logged in
   • Recent actions - What they’ve been doing
   • Assistant usage - Which assistants they’ve used
   • Data access - What data they’ve accessed

Activity Analysis

Look for patterns:

• Unusual access times - Off-hours or unexpected activity
• High data usage - Excessive data access
• Failed login attempts - Potential security issues
• Permission changes - Recent role or group changes

User Communication

Notifying Users of Changes

When making changes:

1. Send notification about role changes
2. Explain new permissions and what they can access
3. Provide training if new features are available
4. Document changes for future reference

User Support

Common user requests:

• Access issues - Help with login or permissions
• Feature questions - How to use new capabilities
• Data problems - Issues with data access
• Account issues - Profile or status problems

Bulk User Operations

Bulk Role Changes

To change roles for multiple users:

1. Select users using checkboxes
2. Choose Bulk Actions → Change Role
3. Select new role
4. Set effective date
5. Add notes
6. Confirm changes

Bulk Group Changes

To add/remove multiple users from groups:

1. Select users
2. Choose Bulk Actions → Group Management
3. Select action (Add/Remove)
4. Choose target group
5. Confirm action

Bulk Status Changes

To change status for multiple users:

1. Select users
2. Choose Bulk Actions → Change Status
3. Select new status
4. Add reason for change
5. Confirm action

User Lifecycle Management

Onboarding Process

For new users:

1. Add to auth system (if not already done)
2. Assign appropriate role
3. Add to relevant groups
4. Configure data access
5. Provide training and documentation
6. Verify access works

Offboarding Process

For departing users:

1. Change status to Inactive
2. Remove from all groups
3. Revoke data access
4. Archive user data (if required)
5. Document offboarding for compliance
6. Consider account deletion after retention period

Role Transitions

When users change roles:

1. Review current permissions
2. Plan new role assignment
3. Identify permission changes
4. Communicate changes to user
5. Update role and groups
6. Verify new access works
7. Remove old permissions if no longer needed

Compliance and Auditing

Access Reviews

Regular access reviews:

• Monthly - Check for inactive users
• Quarterly - Review role assignments
• Annually - Comprehensive access audit
• Ad-hoc - When users change roles

Documentation

Keep records of:

• Role changes - Who, what, when, why
• Group changes - Membership modifications
• Permission changes - Access modifications
• Status changes - Account status updates

Audit Trails

DataQI maintains audit trails for:

• User actions - What users do in the system
• Admin actions - Changes made by administrators
• Permission changes - Role and group modifications
• Access events - Login and data access

Best Practices

User Management

• Regular reviews - Periodically check user access
• Clear documentation - Document all changes
• Communication - Notify users of changes
• Testing - Verify changes work as expected

Security

• Principle of least privilege - Only grant necessary access
• Regular audits - Check for unauthorized access
• Prompt removal - Remove access when no longer needed
• Monitor activity - Watch for unusual patterns

Efficiency

• Use groups - Manage permissions at group level
• Bulk operations - Use bulk actions when possible
• Templates - Create templates for common setups
• Automation - Consider automated processes where appropriate

Related Topics

• Adding New Users - Initial user setup process
• User Roles & Permissions - Understanding role capabilities
• Group Management - Managing user groups
• Troubleshooting - Common user management issues