6. Settings ------------ This section allows Admins to manage user access within the application. From here, you can view the complete list of users, verify their roles and permissions, and quickly locate specific users by name or email to maintain privacy and control access. Go to **Settings** from the left navigation menu and select **User Management**. User Management ~~~~~~~~~~~~~~~~~~~ At the top of the **User Management** screen, the total number of users in the system is displayed. For example, **"All Users: 19"** indicates that there are currently 19 users registered in the application. If users have already been added, a list of existing users is displayed in a tabular format on the screen. The list is paginated for easier browsing, and you can sort users by **Full Name, Email, Role, or Status**. .. figure:: images/settings11.png The table below gives the description of each field: .. list-table:: :header-rows: 1 * - Field - Description * - Full Name - The registered full name of the user. * - Email Address - Shows the email address associated with the user account. * - Roles - Specifies the assigned role and access level for the user * Admin * User * Data Steward * Fulfillment * - Additional Permissions - Optional permissions specific to your organization (e.g., Deep Research, Ask AI) * - Status - Reflects the current status of the user account. * **Active**: User can log in. * **Inactive**: User account is manually deactivated by an Admin. * **Locked**: User account is locked and requires Admin action to unlock. * - Actions - Provides options to manage user settings, such as **edit** or **delete**. Use the **Search** bar at the top of the User List to find users by **Name** or **Email**. Partial matches are supported (e.g., searching john will return john.doe@example.com and Johnny). Search is **not case-sensitive**. .. note:: * If no users are found: **"No users found"**. * If no search results match: **"No users match your search"**. * If users cannot be loaded: **"Unable to fetch user list. Please try again later"**. .. figure:: images/settings12.png 6.1 Add User ^^^^^^^^^^^^^^^^^^^^^^^^ Click on **Add User** to create a new user account. .. figure:: images/settings13.png A pop-up window will appear where you can enter the user's full name, email address, assign a role (Admin, User, Data Steward, or Fulfilment User), and configure any additional permissions such as Deep Research or Ask AI. Once all required fields are completed, click **Add User** to add the user to the system or click **Cancel** to discard the changes. .. note:: Full Name, Email Address, Status, and User Roles are mandatory. .. figure:: images/settings14.png The description of each field is given below: .. list-table:: :header-rows: 1 * - Field - Description * - Full Name - The registered full name of the user. **Note**: If you enter special characters, the message "Invalid characters entered. Please use only letters" will be displayed. * - Email Address - Shows the email address associated with the user account. **Note**: If the user's email is not valid, the message "Invalid email format. Please enter a valid email address" will be displayed. * - Is Locked Toggle - Allows user to toggle Is Locked- on and off * - User Status - Reflects the current status of the user account. * Active: Enabled by default. The user can log in and access the system. * Inactive: The user account is manually deactivated by an Admin, preventing login * - User Roles - Specifies the assigned role and access level for the user * Admin * User * Data Steward * Fulfillment * - Permissions - Optional permissions specific to your organization (e.g., Deep Research, Ask AI) Once the user is successfully added, a confirmation message will appear on the screen stating: **"The new user has been successfully added to the system. Email Invitation Sent"**. An invitation email will automatically be sent to the newly added user's registered email address. The email will contain a secure link to activate their account. The invited user must follow these steps to complete registration: * Open the invitation email and click on the provided activation link. * Set a new password for their account. * Log in to the system using their email ID and newly created password. After activation, the user will gain access to the system with the roles and permissions assigned by the Admin. .. note:: * If the email service fails, the user will still be created in the system, but the invitation email will not be sent. A notification will be displayed: **"User created, but email invitation could not be sent"**. * If there is a server error while creating the user, the system will display: **"Unable to create user. Please try again later"**. * Users assigned the **Admin** role will not have access to the **Additional Permissions** section. 6.2 Edit User ^^^^^^^^^^^^^^^^^^^^^^^^ To edit an existing user, click **Edit** icon (🖉) under the **Actions** column. .. figure:: images/settings15.png When editing a user, a pop-up window allows Admins to update details such as **Full Name, User Roles, User Status, and Additional Permissions**. Once finished, click **Update** to apply the changes, or click **Cancel** to discard them. However, users cannot edit their own roles- even if they have an Admin role- as role modifications must be performed by another authorized Admin. .. figure:: images/settings16.png The description of each field is given below: .. list-table:: :header-rows: 1 * - Field - Description * - Full name - The registered full name of the user. * - Email Address - Shows the email address associated with the user account. This is not editable. * - User Status - Reflects the current status of the user account. * Active: Enabled by default. The user can log in and access the system. * Inactive: The user account is manually deactivated by an Admin, preventing login. * - User Roles - Specifies the assigned role and access level for the user * Admin * User * Data Steward * Fulfillment * - Additional Permissions - Optional permissions specific to your organization (e.g., Deep Research, Ask AI) * **For users who are not locked:** * The Status field will only include **Active** and **Inactive** options. * No lock icon or toggle will be displayed. * **For locked users:** * A **User Locked** icon appears at the top of the pop-up. .. figure:: images/settings17.png * A **Lock/Unlock** toggle is available to unlock the user. * Once unlocked, the top text changes to **User Unlocked**. * After clicking **Update**, the icon and toggle are removed, and the status is set to **Active**. .. figure:: images/settings18.png .. note:: * On a successful update, the **User Management** section is refreshed to reflect the changes, and a confirmation message appears as a toast notification stating, **"User updated successfully"**. * If no fields are updated, the **Update** button remains disabled. * If there is a backend error during update, an error message is displayed: **"Unable to update user. Please try again"**. 6.3 Delete User ^^^^^^^^^^^^^^^^^^^^^^^^ As an **Admin**, you can delete users from the **User Management** section to revoke access for accounts that are no longer active. To delete a user, click the **Delete** icon (🗑) next to their name under the **Actions** column. .. figure:: images/settings19.png When you click **Delete**, a confirmation dialog appears with the message: **"Are you sure you want to delete this user? This action is permanent and will remove the user from the system"**. You can confirm the deletion to proceed or click **Cancel** to abort the action. .. figure:: images/settings20.png .. note:: * A notification on the top-right of the screen confirms: **"User deleted successfully"** * The deleted user is removed from the **User Management** section and **can no longer log in**. * The **currently logged-in Admin** cannot be deleted. * The deletion action is captured in **audit logs** with the Admin's ID and timestamp. * User references (such as audit trails or history) remain in the system for record-keeping. * If deletion fails due to a system error, then this message is displayed: **"Unable to delete user. Please contact support"**. **Permissions and Restrictions** * Non-admin users attempting to delete a profile will see the message: **"You are not authorized to perform this action"**. * A user cannot delete their **own profile**. * Only Admins can delete the profiles of other Admins.