Menu

Activate user

  • User activation in HTLC Network GSI2 involves three key steps: assigning roles and permissions, ensuring a company email is present, and sending the first access invitation. This process transforms an individual record into an active system user.

    Prerequisites

    • Individual must be created in the system
    • Company email address must be assigned (required for system access)
    • Appropriate roles must be configured in the system

    Step 1: Assign Roles and Permissions

    Access Permission Management

    1. Navigate to the Individuals table
    2. Locate the individual to activate
    3. Click the lock icon in the Actions column
    4. The permissions management window opens

    Understanding Permission Types

    The permission interface uses color-coded checkboxes:

    • Yellow checkbox: Permissions arriving as dependencies from other selections
    • Orange/Red checkbox: Authorization based on a role (cannot be modified directly)
    • Blue checkbox: Regular authorization that can be set individually

    Configure Roles

    1. Select a role from the Roles dropdown menu
    2. Common roles include:
      • System Administrator
      • HR Administrator
      • Employee (basic access)
      • Manager
      • Custom roles created by your organization
    3. Multiple roles can be assigned to one user
    4. Click SAVE to apply the role

    Set Individual Permissions

    Fine-tune permissions for specific modules:

    Available Permission Categories:

    • Individuals
      • View (Visualizzazione)
      • Create (Creare)
      • Update (Aggiornamento)
      • Delete (Eliminare)
    • Individual Roles: Assign/revoke roles
    • Individual Photos: View/create/delete photos
    • Individual Documents: Access/create/update documents
    • Individual Approvers: Assign/revoke approvers
    • Password: Change own password or for others
    • Import/Export Settings: Configure data exchange
    • Individual Costs: View/create/update/delete cost information

    To set permissions:

    1. Check the appropriate boxes for each permission type
    2. Use "All" (Tutto) to grant full access to a category
    3. Select specific operations (View, Create, Update, Delete) as needed
    4. Click SAVE after configuring permissions

    Step 2: Verify Email Configuration

    1. Open the individual's record (pencil icon)
    2. Go to the General tab
    3. Verify the Company Email field is populated
    4. Email format should be: name.surname@company.com
    5. If missing, add the email and click SAVE

    Step 3: Send First Access Invitation

    Single User Activation

    1. Return to the Individuals table
    2. Select the checkbox next to the user to activate
    3. Click the email icon (Send First-Access Invite) in the top toolbar
    4. Confirm the action when prompted
    5. System sends an email with:
      • Secure link for password creation
      • Username (usually email address)
      • Instructions for first login
      • Link expiration time (typically 24-72 hours)

    Bulk User Activation

    1. Select multiple checkboxes for users to activate
    2. Click the email icon to send invitations to all selected users
    3. System processes each invitation individually
    4. Monitor notification panel for sending status

    Step 4: Enable MFA (Optional but Recommended)

    1. Open the individual's record
    2. Navigate to the MFA Configuration tab
    3. If MFA is enabled at company level:
      • Select "Enabled" (Abilitato) from dropdown
      • Click SAVE
      • User will configure MFA during first login

    Post-Activation

    User Status Indicators

    In the Individuals table, activated users show different backgrounds:

    • Light Gray: Invitation sent, awaiting first access
    • White/Standard: Active user with completed access
    • Light Blue: Internal record without system access

    Monitor First Access

    • Check if user has completed password setup
    • Verify MFA configuration if required
    • Review login history in audit logs
    • Resend invitation if expired (use email icon again)