USER MANAGEMENT¶

The User Management module allows administrators to define, manage, and control access. Roles act as permission containers and can be assigned based on responsibilities.

Purpose: Provide a centralized hub for managing identities and access within the platform. By utilizing a role-based access control (RBAC) model, this module ensures that users only have the tools and data necessary for their specific job functions, enhancing both security and operational efficiency.

User Management¶

While roles define what can be done, Managing Users determines who can do it. This section allows Tenant Administrators to onboard new team members, manage their lifecycle, and securely control their access across the Advaita Workspace platform.

Accessing User Management¶

Navigation: Dashboard → Masters → User Management

Overview of User Management¶

The User Management dashboard provides a centralized view for managing users, roles, permissions, and organizational mappings.

Top Bar & Metrics:¶

• Action Buttons: Access Analytics, click + Create User to add a new user. There is also a quick-action floating + button at the bottom right of the screen. The ... More Options dropdown provides the following actions:
  • Upload System Mapping — Import system mapping data via file upload.
  • Upload Users — Bulk-import users from a file.
  • Download Users — Export the current user list.
  • User Listing with Stages — View users along with their associated stage information.
  • User Removal with Stages — Remove users in bulk, filtered by stages.
• Insights Dashboard: Four key metric cards display at a glance: Total Users, Active Users, Inactive Users, and Role Groups.

Search & Filter Controls:¶

• Search Bar: Quickly search for users, roles, or processes.
• Hierarchy Dropdowns: Narrow down users by selecting a specific Tenant and Organization.
• Filter Pills: Filter the user list by categories such as All, Active, Inactive, Admins, and Agents.
• View Toggles: Switch seamlessly between a visual Grid (Card) View and a detailed Table View.

User Cards (Grid View)¶

Each user is displayed as a card containing essential information upfront:

• Profile Header: The user's initials avatar, full name, and email address, along with their current status badge (e.g., ACTIVE).
• Organization Tags: Small visual icons indicating the specific organizations the user belongs to.
• Key Details: Highlights the user's SUPERIOR (reporting manager) and their assigned ROLE (e.g., Manager, Agent, TenantAdmin).
• Activity Info: Shows when the account was CREATED and the LAST ACTIVE timestamp.
• Quick Actions: Dedicated buttons at the bottom to Edit the user, View their full profile, or access ... More options.

Action	Description
✏️ Edit	Modify user details
👁️ View	Read-only user profile
✅ / 🚫 Activate / Deactivate	Toggle user account status
🔑 Reset Password	Send password reset
🗑 Delete User	Permanently remove the user

Create a New User¶

Steps to Create a New User¶

1. Click the + Create User button at the top-right corner of the Users page.
2. Enter the required User Details: Username, Email, Phone, First/Last Name, Password.
3. Configure Account Status and Password Change settings.
4. Assign one or more Roles.
5. Define Organization Access and Primary Organization.
6. Assign Org-Specific Roles.
7. Click Create User.

Note: Usernames cannot be changed after creation. Users may hold multiple roles and belong to multiple organizations.

Role Management¶

Roles act as the vital bridge between users and system permissions. Instead of assigning individual rights to every single user, administrators create logical Roles (e.g., "Sales Manager", "Support Agent") and assign a collection of permissions to them. This makes scaling your team and maintaining security significantly easier.

Accessing Role Management¶

Navigation → User Management → Roles → + Create Role

Overview of Role Management¶

The Role Management dashboard provides a comprehensive view of all roles within your organization, combining real-time metrics with easy management tools.

Top Bar & Metrics:¶

• Action Buttons: Access Analytics, click + Create Role to add a new role, or use the ... More Options dropdown which includes:
  • Upload Roles: Import roles from an external file.
  • Export Roles: Download your current role configurations.
  • Audit Trail: Track the history of role modifications.
  • Role Templates: Access predefined role blueprints.
  • Bulk Actions: Apply operations to multiple roles simultaneously.
• Insights Dashboard: Five key metric cards display at a glance: Total Roles, System Roles, Custom Roles, Expiring Soon, and High Privilege roles.

Search & Filter Controls:¶

• Search Bar: Search for specific roles quickly by name, permissions, or assigned users.
• Filter Pills: Quickly filter the role list by categories such as All Roles, System, Custom, Active, Expiring, and High Privilege.
• View Toggles: Switch seamlessly between a detailed Table View and a visual Grid (Card) View.

Role Cards (Grid View)¶

Each role is displayed as a card containing critical information upfront:

• Header: The Role Name (e.g., "Team Leader") and its current status badge (e.g., "ACTIVE").
• Description: A brief summary of the role's purpose (often auto-generated for system roles).
• Key Statistics: The number of assigned USERS and total PERMISSIONS.
• Audit Info: Details on who created it (CREATED BY), last UPDATED date, and when the role EXPIRES.
• Quick Actions: Dedicated buttons to Edit the role details, manage its permissions (Perms), or Delete the role entirely.

Create a New Role¶

Steps to Create a New Role¶

1. Open the application sidebar menu and navigate to User Management → Roles.
2. Click the + Create Role button at the top-right corner of the Roles page.
3. Enter Role Name (mandatory) — use UPPERCASE, no spaces, underscores allowed (e.g., SUPPORT_AGENT, TEAM_LEAD, QA_MANAGER).
4. Enter Display Name (mandatory) — visible to users in the platform (e.g., Support Agent, Team Lead, QA Manager).
5. Select Role Type (mandatory): System / Predefined / Custom (recommended for new organization-specific roles).
6. Choose Priority Level (mandatory): Standard / Elevated / High / Critical.
7. Set Scope (mandatory): System-wide / Tenant-wide / Organization.
8. Select Parent Role (mandatory): None (Root Role) / Administrator / Manager / Standard User.
9. (Optional) Set an Expiration Date if the role should be temporary.
10. (Optional) Enter a Description explaining the purpose of the role.
11. Click Save Role to create the role successfully.
12. Click the Perms button to assign module-level permissions.
13. Select the required permissions and click Save Changes.
14. Go to Permission Management → User Permissions to select the user and assign the newly created role.

Key Rule: Always follow this sequence → Create Role → Assign Permissions → Assign to Users

Platform Walkthrough Video¶

Frequently Asked Questions (FAQ)¶

Q 1. Can a username be changed after a user account has been created?

A: No, usernames are permanent and cannot be modified after a user account is created. Tenant Administrators should make sure the username is accurate when creating the profile.

Q 2. Can a user belong to multiple organizations or hold multiple roles?

A: Yes. Users can hold multiple roles and belong to multiple organizations. During profile configuration, you can specify their primary organization, list additional organizations they have access to, and assign org-specific roles.

Q 3. What bulk and advanced actions are available under the "More Options" dropdown in User Management?

A: The ... More Options dropdown provides several administrative capabilities: - Upload System Mapping: Import system-to-user mappings using files. - Upload Users: Bulk-import new users. - Download Users: Export user lists. - User Listing with Stages: View users with their associated stages. - User Removal with Stages: Bulk-remove users filtered by stage.

Q 4. What is the correct sequence of steps to fully configure and assign a new role?

A: To properly establish access control, you must always follow this sequence: 1. Create the Role (define role name, display name, priority, scope, and parent role). 2. Assign Permissions (click the Perms button on the role card and configure module-level settings). 3. Assign to Users (go to Permission Management → User Permissions to map the role to specific user accounts).

Q 5. What naming conventions must be followed when creating a new Role Name?

A: The Role Name must be in UPPERCASE and contain no spaces (underscores are permitted). Examples include QA_MANAGER, SUPPORT_AGENT, or TEAM_LEAD.

Q 6. What is the difference between a System Role and a Custom Role?

A: System Roles are built-in, predefined roles essential for system operations. Custom Roles are recommended for organization-specific configurations, allowing administrators to define customized priorities, scopes, parent roles, and expiration terms.

Q 7. How can I search or filter roles on the Role Management dashboard?

A: You can use the Search Bar to search roles by name, permissions, or assigned users. You can also apply Filter Pills (All Roles, System, Custom, Active, Expiring, High Privilege) or switch views between Table and Grid (Card) view toggles.

Q 8. What information is shown on a User Card in Grid View?

A: Each User Card displays: - Profile Header: Initials avatar, full name, email, and current status badge (e.g., ACTIVE). - Organization Tags: Small icons indicating the user's mapped organizations. - Key Details: Mapped reporting manager (SUPERIOR) and assigned system ROLE. - Activity Info: Account creation date and last active timestamp.