Managing Users
Viewing Users
- v2 interface
- Classic v1 interface
The Users page of the Admin console (URL path /v2/admin, also /v2/admin/users) lists the account's users, the roles assigned to each, and how each one signs in. It is the page the Admin console opens on, titled Users with the subtitle Accounts that can sign in to this Fluency site, their roles, and how they authenticate., with the Add User button in the upper-right corner.
The page itself, control by control, is documented in the interface reference at Users.
Below the header are four summary tiles (Users, Local sign-in, OAuth, and Roles in use), then a search field (Search name, email, or role) and the user table. The table has five columns:
- Name: the user's full name.
- Email: the user's email address.
- Roles: a badge for each role the user holds.
- Sign-In: how the user authenticates: Local for a username and password, or the OAuth provider's name, such as Google.
- Actions: Edit and Delete for that row, plus Reset Password for a user who signs in locally.
The Users area of the Settings page (URL path /settings/team) lists the account's users and the roles assigned to each. It is titled Users with the subtitle "A list of users and their roles," and its single header action is the Add user button in the upper-right corner.
The page itself, control by control, is documented in the interface reference at Settings → Users.
Below the header is a Search box, then the user table, then a pagination bar. The table has four columns:
- Name: the user's display name.
- Email: the user's email address.
- Roles: the roles assigned to the user, each shown as a tag.
- Actions: a blue edit (pencil) button and a red delete (trash) button for that row.
The pagination bar reports the range and total (for example Showing 1 to 3 of 3 results) with page controls on the right.
Adding a User
- v2 interface
- Classic v1 interface
To add a user, click Add User on the Users page to open the Add User dialog. Every field under User Information is required.
The dialog is a single form in two sections:
User Information
- First Name and Last Name: side-by-side name fields.
- Username: the sign-in name, for example
JaneSmith1. - Email: the user's email address.
- Company: the user's organization.
- Roles: pick a role from the Add… drop-down to give it to the user; each chosen role appears as a chip with an × that removes it. A user can hold several roles.
User Authentication
- OAuth: a switch, off by default. Off, the user signs in locally with a username and password. On, the user signs in through an identity provider, chosen from the required Provider drop-down that appears beneath the switch: Azure AD or Google.
Click Add to create the user, or Cancel to close the dialog without saving. If a field is missing or not valid, the dialog stays open and a red band at the top of the page names the first problem, such as Please enter a first name.; correct it and click Add again. When the user is added, the band reads Added followed by the username and the address the email was sent to. The messages are listed on Users → Add User.
To add a user, select the Add user button on the Settings → Users page to open the Add User dialog, subtitled "Enter the user information to add to the system." Required fields are marked with a red asterisk.
The dialog is a single form in two sections:
User Information
- First Name (required) and Last Name (required): side-by-side name fields.
- Username (required): the sign-in name; placeholder text shows the expected format.
- Email (required): the user's email address; placeholder text shows the expected format.
- Company (required): the user's organization.
- Roles (required): a Select Values drop-down for assigning roles to the user.
User Authentication
- OAuth: a checkbox that enables OAuth authentication for the user.
Click Add to create the user, or Cancel to close the dialog without saving. If fields are missing or not valid, each one is outlined in red with its message beneath it, and a red Error toast lists them all; correct them and click Add again. When the user is added, a green Successfully added user! toast confirms it and names the address the email was sent to.
Policies are not set on the user; they are attached to the roles you assign. See Managing Roles and API Tokens for the Admin console pages where they are defined (v1: the Settings → Advanced → Permissions tabs).
Welcome Email
An automated Welcome email will be sent to the email address specified above from Fluency Admin to confirm the user addition. For accounts with the User/Password authentication method, this email will also contain the login Username and a randomly generated Password.
Editing a User's Profile and Access
Once a user has been added to the system, their details and roles can be modified at any time from the Users page.
- v2 interface
- Classic v1 interface
On the Users page, locate the user in the table and click Edit in the row's Actions column. The Update User dialog opens, carrying the same fields as Add User, pre-filled with the user's current values.
Every field except Username can be modified; the username is fixed once the account exists and is shown read-only:
- First Name, Last Name, Email, Company
- Roles: existing roles appear as chips; add one from Add…, or remove one with its ×. At least one role is required.
- OAuth and Provider: under User Authentication
Refer to Adding a User for the meaning of each field. Click Update to save the changes, or Cancel to close the dialog without saving. A local user's password is reset from the row rather than from this dialog: see Resetting a Password.
On the Settings → Users page, locate the user in the list and click the blue edit (pencil) button in the row's Actions column. The Update User dialog opens, carrying the same fields as Add User, pre-filled with the user's current values.
The following can be modified:
- First Name, Last Name, Email, Company
- Roles: the Select Values drop-down; existing roles appear as removable tags
- OAuth: the User Authentication checkbox
Refer to Adding a User for the meaning of each field. Three buttons sit at the bottom of the dialog:
- Update (blue): saves the changes.
- Cancel (red): closes the dialog without saving.
- Reset Password (green): resets the user's password; see below.
Access is granted through the Roles field rather than by attaching policies to the user directly: the API and data policies come from the role. The legacy interface's per-user API-policy, data-policy, and home-page fields are in neither the v2 nor the v1 dialog.
Note: Changing the role takes effect on the user's next login or page refresh.
Resetting a Password
- v2 interface
- Classic v1 interface
For accounts using local sign-in, click Reset Password in the user's row on the Users page. The Reset Password dialog (Set a new password for the username) asks for the New Password, at least eight characters long, and the same password again under Confirm Password. Click Reset to set it, or Cancel to close the dialog without changing anything.
A password that is too short or does not match its confirmation is refused inside the dialog (Password needs to be at least 8 characters long., Passwords do not match.). When the password is set, the page reports Password reset for followed by the username, and the user can sign in with the new password straight away.
For accounts using User/Password authentication, open the user's Update User dialog (the blue edit button on their row) and click the green Reset Password button. A second dialog, Reset Password, opens over it:
Enter the new password, at least eight characters long, under Password and again under Confirm Password, then click Reset (or Cancel to leave it unchanged). A green Successfully reset password! toast confirms the change; a red Error toast names the problem when the password is too short or the two do not match.
For accounts using OAuth2, password management is handled by the identity provider (Azure AD or Google) and not by Fluency.
Users change their own password from their Profile page, reached from the account avatar rather than from the Admin console (v1: Settings): see Login → Changing your password.
Disabling a User
The disable (lock) toggle described below belongs to the legacy interface. The Users page has no such toggle in either the v2 or the v1 interface: its per-row controls are Edit, Reset Password, and Delete in v2, and edit and delete in v1. Treat deleting the account (or, in v1, removing the user's roles) as the way to stop access; in v2 the Update User dialog requires at least one role.
If you do not want the user to be deleted but only want their access stopped, use the disable button (lock icon). This is a toggle icon on the far right in the user row. Click the icon to disable or re-enable the user.
A disabled user is preserved in the system (their profile, role, and audit history remain), but they cannot log in.
Deleting a User
Deleting is done one user at a time from the row itself; there are no per-user checkboxes and no header-level bulk delete in either interface.
- v2 interface
- Classic v1 interface
- Locate the user in the table on the Users page; the search field narrows it by name, email, or role.
- Click Delete in the row's Actions column.
- A Delete User confirmation asks Are you sure you want to delete followed by the username. Confirm it to delete the account, or cancel to keep it. The page then reports Deleted followed by the username.
- Locate the user in the table on Settings → Users.
- Click the red delete (trash) button in the row's Actions column.
- The Delete User confirmation opens, asking Are you sure you want to delete the user, followed by the username. Click the blue Yes to delete the account, or the red No to keep it. A green Successfully deleted user! toast confirms the deletion.
Warning: The Delete action removes the user from the system completely.
The deletion is recorded in the audit log as a Delete User entry in the management category, attributed to the administrator who performed it; see Audit.
It is best practice to disable or delete users that have not accessed the system in thirty (30) days. Some standards, such as NIST 800-53, require ongoing administrative activity to maintain an account.