Admin Center: Users & Groups

Overview

The admin center is a stand-alone page in Platform that allows users to view, edit, and manage users & groups within their organization. It is accessible to all standard users, group admins, and organization admin users in Platform. (Please note: report viewers do not have access to the admin center)

How to access the users & groups admin center:

1. Navigate to the Admin drop-down on the top navigation bar in Platform.
2. Click on Admin Center.

Groups 

Create New Group

Only Organization Admins and Group Admins can create new Platform groups. Please reach out to support if you have any questions regarding gaining access to these roles. 

1. On the groups index page, click on the Create Group button on the top-right corner.

2. Fill out the following fields:

Required:

• Group Name: Group’s Display Name (e.g. Standard Users Group)
• Organization: Defaults to your organization. If you need to create a group in another organization, please contact support.
• Group Slug: Group’s alias name (e.g. standardusers)
• Roles: Permission bundles that grant access to specific features and functionality in Platform. Groups can have either a single or multiple roles assigned to them. 
• Default Timezone: Default timezone used for automating scripts & workflows. Users can edit their timezone setting under “my profile” which will override the group’s default timezone.
• Require two factor authentication by default for new users: The Civis platform login security standard is two factor authentication (2FA), which requires a password and either a phone text or Google Authenticator 2FA code for user login. Civis strongly discourages disabling two-factor authentication even if temporary. Refer to Civis Account Recovery Policy and Process for more details.

Optional:

• Group Description: Multi-line description field that can be used to describe the group. 

3. Select Create to confirm the changes or Cancel to disregard the changes.

 

Note: If you are creating a new group that will serve as the primary group for users in your organization, please contact support so we can configure the group with appropriate database access.

 

Edit Group

Users must have "manager" permissions on a group in order to be able to edit a group. Please contact support or your organization admin if you need to request manager permissions on a specific group.

1. Navigate to the group's standard action menu and select Edit Group.

2. Within the modal, apply any changes for the group. 

Profile Tab

• Group Name: Display name for the group.
• Group Description: Multi-line description field that can be used to describe the group. 
• Roles: Permission bundles that grant access to specific features and functionality in Platform. Groups can have either a single or multiple roles assigned to them.
• Default Timezone: Default timezone used for automating scripts & workflows. Users can edit their timezone setting under “my profile” which will override the group’s default timezone.
• Must Agree to EULA: Users within the group must agree to Platform's End-User License Agreement.
• Require two factor authentication by default for new users: The Civis platform login security standard is two factor authentication (2FA), which requires a password and either a phone text or Google Authenticator 2FA code for user login. Civis strongly discourages disabling two-factor authentication even if temporary. Refer to Civis Account Recovery Policy and Process for more details.

Advanced - Related Groups

Parent groups with “manage” access to a child group can edit group settings and assume the users’. Note: Organization Admins can manage all groups in their organization regardless of parent group permissions.

3. Select Save to confirm the changes or Cancel to disregard the changes.

 

Delete Group

1. Groups can only be deleted if no members belong to the group. To remove users from a group:

• Navigate to the user's standard action menu (available on the users index page or on the user's detail page) 
• Select Edit User.
• Navigate to the Group Membership Tab.
• If the group is an additional group, select 'x' next to the group name. If it's a primary group, the user will need to be added to a new primary group.
• Select Save to confirm the changes.

2. Once the group no longer contains any users, navigate to the standard action menu (i.e. ) and select Delete.

3. Once the modal appears, select Delete to confirm the group deletion or Cancel to disregard the changes.

 

Users

Create New User

Creating a new user in Platform requires access to either the "client organization admin" role or a "group admin" role. Please reach out to support if you have any questions regarding gaining access to these roles. 

1. On the users index page, Select Create User. 

2. Enter the required fields:

Profile

• Full Name: User's full display name (e.g. Jane Smith)
• User Name: Platform username (e.g. jsmith). The username must be a unique field. 
• Email Address (e.g. [e-mail]) Note: Email address must be a unique field. 
• Select Send Welcome Email if the user should receive an email with instructions on how to configure their Platform password and log-in to Civis Platform.

Group Membership

• Primary Group: Select the user’s primary group. All Platform objects (e.g. jobs, notebooks, services) are automatically shared with the author’s primary group.
• Additional Groups: Option to add the user to additional groups.

3. Select one of the following:

Save & Close To save the new user changes and close the modal. 
Save & Create Another To save the new user changes and create another user.

Edit User's Profile & Group Membership 

1. Navigate to the user's standard action menu (available on the users index page or on the user's detail page)

2. Select Edit User.

Note: You must have manage permissions over a user's primary group in order to edit their user profile & group membership.

3. Within the edit group modal, apply any of the following changes:

Profile

• Full Name: User's full display name (e.g. Standard User A)
• Initials: User’s display initials (e.g. SUA)
• Timezone (e.g. Eastern, Central) If specified, timezone will override primary group default timezone for automating Platform scripts and workflows.
• User Name: Platform username (e.g. standardusera). The username must be a unique field. 
• Phone Number: Phone number can only be changed by the user themself for security purposes.
• Email Address: Email address can be updated by the user themself or by contacting support. For security reasons, the user will be notified if their email address has been changed.  
• Active: Deselecting the active checkbox will deactivate the user's Platform account preventing them from logging into Platform, however it does not expire nor drop the user's database account. Additional documentation for dropping a user’s database account can be found here for Redshift and Postgres.
• Automatically Send Two-Factor Codes: Checking this box will enable the user to use SMS for two-factor authentication. Unselecting the box will require to the user to use google authentication instead. 

Group Membership

• Organization: This field is not editable since it is based on a user's primary group. For instance, if the user's primary group is within Organization A, then the user will belong to Organization A.
• Primary Group: Option to select only a single primary group. This will be the user's main group, which all Platform objects (e.g. jobs, notebooks, services) will be instantly shared on with editor access.
• Additional Groups: Option to multi-select additional groups which user should belong in.

 

Assume User's Role

To view Civis as a particular user does, administrators may assume the roles of those in their organization. Assuming a user's role will allow you to access their Platform account and workloads.

Any changes you make while assuming the role of another user are saved.  This means creating new jobs, editing existing jobs, changing a user's filter and sorting settings, and more will all be saved as if the user themselves is taking those actions. You must have manage permissions over a user's primary group in order to assume a user's role.

1. Navigate to the user's standard action menu (i.e. ) and select Assume Role.

2. Once you have assumed a user's role, a yellow banner will appear in Platform. 

3. To exit assuming another user's role, navigate to the user's initials on the top right-hand corner of Platform and select Resume Original Role.

Deactivate User

Deactivating a user will disable a Platform account and remove the user from the organization. It does not include expiring or dropping a user's database account. Additional documentation for the "drop user" command can be found here for Redshift and Postgres.

1. Navigate to the user's standard action menu (i.e. ) and select Deactivate User.

2. Once the modal appears, select Deactivate to confirm the deactivation.