User Management
Important
Only account Administrators have access to the User Management.
The User Management feature controls who can access different knowledge bases and agents in Business AI Cloud, as well as the actions they can perform within the platform. Access is managed through user groups that define specific permissions and entitlements for Organizations and Categories. Every user in Business AI Cloud, must be assigned to a group.
When you assign a user to a group, that user automatically receives all the features and permissions that group includes. Group assignments are managed by Administrators based on each user's job function and responsibilities.
Business AI Cloud provides a default group for each role. Administrators can also create custom groups to meet specific organizational needs and assign them to users according to their roles.
You can access this feature from the Business AI Cloud home page.
Click the Admin icon in the left-side panel.
The Admin page opens.
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Creating Users
You can create new users directly from the Admin page.
To create a new user:
Click the Users tab.
It displays a complete list of users associated with your account.
Click + Add.
The Add User window opens.
Enter the user's first and last name.
Enter the user's organization email address.
Choose any one of the following roles from the dropdown:
User - Standard access with permissions defined by the default user group.
Administrator - Full access to User Management and platform configuration.
Select one or more user groups from the dropdown.
Tip
The dropdown displays all user groups created in your account. To create a new group, refer to Creating User Groups.
Click Add User.
A success message confirms the new user has been created and associated with your account.
Viewing and Modifying User Details
From the Admin page, you can view and update user details as needed.
On the Users tab, click a user's name in the left panel. The user detail opens in the right-side panel.
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To update the user's login password:
Click Change Password.
Additional password fields appear.
Enter a new password.
Re-enter the same password to confirm.
Click Save to apply the changes.
The user's password is updated and will take effect on their next login.
To update the user's profile:
Click Edit Profile.
The profile fields become editable.
Modify the first name, last name, and role as needed.
Click Save to apply the changes.
The user's profile is updated with the new information.
To update the user's groups:
Click Edit.
The Select User Group fields become editable.
Add or remove a user group as needed.
Click Save to apply the changes.
The user's group assignments have been updated, and their access permissions will now reflect the new group memberships.
Creating User Groups
A User Group is a collection of users who share the same access permissions and entitlements. You can create new user groups directly from the Admin page.
To create a new user group:
Click the User Groups tab.
It displays a complete list of user groups associated with your account.
Click + Add User Group.
The Add New User Group window opens.
Enter a name for the group that reflects its purpose or the team it represents.
Enter a detailed description of the group.
Select one or more users from the dropdown.
Click Save to apply changes.
The new user group is created and added to your account.
Viewing and Modifying User Groups
From the Admin page, you can view, update, and remove user groups as needed.
View User Group
Switch to the User Groups tab to view a complete list of all user groups associated with your account.
The page displays the users assigned to each group, along with each user's status, providing a comprehensive overview of your access structure.
Use the following filters to view user groups by status and easily locate specific groups.
Active Only - Displays only groups with an active status.
All Groups - Displays all groups in your account, including both active and inactive groups.
Update User Groups
Hover over the user group card and click
.The Edit User Group window opens.
Update the group name, description, and list of group users as needed.
Click Save to apply changes.
The user group is updated with the new information.
Remove User Groups
Hover over the user group card and click
.The confirmation dialog opens.
Click Delete.
The success message displays, and the group is marked inactive in the list.
Re-activate User Group
When you delete a user group, it is marked as inactive. You can reactivate deleted groups from this page.
Click the All Groups filter.
It displays all active and inactive groups.
Hover over the inactive user group card and click
.The Activate User Group window opens.
Click Activate.
The success message displays, and the group is marked active in the list.