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AdminUser ManagementUser Management Troubleshooting

User Management Troubleshooting

This guide covers common issues administrators encounter when managing users in DataQI and provides step-by-step solutions.

Authentication Issues

User Can’t Log In

Problem: User gets authentication errors or can’t access DataQI

Symptoms:

  • Authentication redirect fails
  • “Access denied” or “Invalid credentials” errors
  • User stuck on login page

Solutions:

  1. Verify user exists - Check if user exists in your auth system
  2. Check user status - Ensure user account is active in auth provider
  3. Contact DataQI support - Authentication issues require support assistance
  4. Check group assignments - Ensure user is in appropriate groups (if group-based auth is configured)

Prevention:

  • Verify user setup in auth provider before directing them to DataQI
  • Test authentication flow with a known working account
  • Keep auth provider documentation handy

User Logs In But Sees Nothing

Problem: User can access DataQI but has no visible content

Symptoms:

  • Empty dashboard
  • “No assistants available” message
  • User can see interface but no data

Solutions:

  1. Check role assignment - Verify user has been assigned a role
  2. Review group memberships - Ensure user is in appropriate groups
  3. Check data access - Verify assistants and data sources are assigned
  4. Refresh permissions - User may need to log out and back in

Prevention:

  • Always assign a role immediately after user creation
  • Use groups to manage common access patterns
  • Test user access after configuration changes

Permission Issues

User Has Wrong Permissions

Problem: User can access features they shouldn’t or can’t access features they need

Symptoms:

  • User can see admin features they shouldn’t
  • User can’t access assistants they should see
  • Inconsistent access across different features

Solutions:

  1. Review role assignment - Check if correct role is assigned
  2. Check group permissions - Verify group settings
  3. Review individual permissions - Check specific feature access
  4. Contact support - If issues persist, contact DataQI support

Prevention:

  • Follow principle of least privilege
  • Document role assignments and business justification
  • Regular access reviews

User Can’t See New Content

Problem: User was added to a group but can’t see new assistants or data

Symptoms:

  • New assistants not visible
  • Recently added data not accessible
  • Group membership not reflecting in access

Solutions:

  1. Check group assignments - Verify user is in the correct group
  2. Review content permissions - Ensure content is shared with the group
  3. Refresh browser - User may need to refresh or clear cache
  4. Check effective dates - Verify permissions are active

Prevention:

  • Test group permissions before adding users
  • Use consistent naming conventions for groups
  • Document group-to-content mappings

Role Assignment Issues

Role Changes Not Taking Effect

Problem: User role was changed but permissions haven’t updated

Symptoms:

  • User still has old permissions
  • New role capabilities not available
  • Inconsistent access across sessions

Solutions:

  1. Force refresh - Ask user to log out and back in
  2. Clear browser cache - User may need to clear browser data
  3. Check effective date - Verify role change is active
  4. Wait for sync - Some changes may take a few minutes

Prevention:

  • Set appropriate effective dates for role changes
  • Communicate changes to users
  • Test role changes in non-production environments

User Assigned Wrong Role

Problem: User was assigned incorrect role during setup

Symptoms:

  • User has too much or too little access
  • User can’t perform expected tasks
  • Security concerns about user access

Solutions:

  1. Immediately reassign correct role
  2. Review access to ensure no unauthorized access occurred
  3. Document incident for security review
  4. Notify user of correct permissions

Prevention:

  • Double-check role assignments during setup
  • Use role assignment checklists
  • Regular access reviews

Group Management Issues

Group Permissions Not Working

Problem: Users in group don’t have expected permissions

Symptoms:

  • Group members can’t access group-assigned content
  • Inconsistent permissions across group members
  • Group settings not applying correctly

Solutions:

  1. Verify group membership - Check if users are actually in the group
  2. Review group permissions - Ensure group has correct permissions
  3. Check content sharing - Verify content is shared with the group
  4. Test with different user - Isolate if it’s user-specific or group-wide

Prevention:

  • Test group permissions before adding users
  • Document group permission structure
  • Regular group membership audits

User Can’t Be Added to Group

Problem: Error when trying to add user to group

Symptoms:

  • “User not found” errors
  • “Permission denied” when adding users
  • Group membership not saving

Solutions:

  1. Verify user exists - Check if user is properly created
  2. Check your permissions - Ensure you have group management rights
  3. Try different approach - Add user through different interface
  4. Contact support - If technical issues persist

Prevention:

  • Ensure users are fully set up before adding to groups
  • Verify your own permissions for group management
  • Use consistent group management procedures

Data Access Issues

User Can’t Access Assigned Assistants

Problem: User has correct role but can’t see specific assistants

Symptoms:

  • Assistant not visible in user’s dashboard
  • “Access denied” when trying to use assistant
  • User can see other assistants but not specific ones

Solutions:

  1. Check assistant sharing - Verify assistant is shared with user or their group
  2. Review sharing permissions - Check if user has View or Edit access
  3. Verify user role - Ensure role allows assistant access
  4. Check assistant status - Ensure assistant is active and available

Prevention:

  • Use consistent sharing procedures
  • Document assistant access patterns
  • Regular access audits

User Can’t Upload Data

Problem: User with Resource Manager role can’t upload files

Symptoms:

  • Upload button not visible
  • “Permission denied” when trying to upload
  • Files not appearing after upload

Solutions:

  1. Verify role assignment - Ensure user has Resource Manager role
  2. Check data source permissions - Verify user can access target data source
  3. Review file restrictions - Check if file type or size is allowed
  4. Test with different file - Isolate if it’s file-specific

Prevention:

  • Clear role documentation
  • Test upload permissions after role assignment
  • Regular permission verification

System Issues

User Management Interface Not Loading

Problem: Admin can’t access user management features

Symptoms:

  • User Management page not loading
  • “Access denied” when trying to manage users
  • Interface errors or timeouts

Solutions:

  1. Check your role - Ensure you have appropriate admin role
  2. Refresh browser - Clear cache and reload page
  3. Try different browser - Isolate browser-specific issues
  4. Contact support - If system-wide issues persist

Prevention:

  • Regular browser maintenance
  • Use supported browsers
  • Keep system updated

User Activity Not Showing

Problem: User activity logs not appearing or incomplete

Symptoms:

  • Recent user activity not visible
  • Incomplete activity logs
  • Missing user events

Solutions:

  1. Check log settings - Verify logging is enabled
  2. Review time ranges - Ensure you’re looking at correct time period
  3. Check permissions - Verify you have access to activity logs
  4. Contact support - If logging issues persist

Prevention:

  • Regular log monitoring
  • Document expected log patterns
  • Keep logging settings configured

Getting Help

When to Contact Support

Contact DataQI support when:

  • Authentication issues persist after basic troubleshooting
  • System-wide problems affect multiple users
  • Complex permission issues that can’t be resolved
  • Data loss or corruption concerns
  • Security incidents or unauthorized access

Information to Provide

When contacting support, include:

  • Detailed description of the problem
  • Steps to reproduce the issue
  • User information (names, roles, affected accounts)
  • Error messages or screenshots
  • Timeline of when the issue started
  • Previous troubleshooting steps taken

Self-Service Resources

Before contacting support:

  • Check this guide for common solutions
  • Review system logs for error messages
  • Test with different users to isolate issues
  • Document the problem thoroughly

Prevention Best Practices

Regular Maintenance

  • Weekly user reviews - Check for inactive accounts
  • Monthly access audits - Verify permissions are correct
  • Quarterly role reviews - Ensure roles match job functions
  • Annual security reviews - Comprehensive access assessment

Documentation

  • Keep user lists updated and organized
  • Document role assignments with business justification
  • Maintain group structure documentation
  • Record permission changes and reasons

Training

  • Train administrators on proper user management procedures
  • Educate users on their permissions and limitations
  • Regular updates on new features and changes
  • Security awareness training for all users

Remember: Most user management issues can be prevented with proper setup, regular maintenance, and clear documentation of your organization’s access control policies.

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