User Management

Updated October 09, 2024 15:57

The Hudu admin area is accessible ONLY to admins and super admin users within your organization.

This article serves to help provide insight into effectively managing user (technician and end-user) accounts within your Hudu environment. User management within Hudu refers to the creation and maintenance of users, as well as the assignment of user abilities (via user roles) and the restrictions placed upon them (via security groups and password folders).

The three main types of users within Hudu would be:

Admin Users
- Includes admin (and above) user roles; able to perform most abilities within Hudu and access admin area; cannot be added to security groups.
Technician Users
- Includes spectator, author, and editor user roles; have varying levels of permissions due to user roles, and can be further restricted via security groups and password folders.
Portal Users
- Have read-only access to a single client portal, and are at no extra cost. Portal users require unique login credentials and need to be assigned to a client space with an active external share portal.

Guides

User Roles

User roles within Hudu dictate the main abilities that a user will have within your Hudu environment. We have 6 different user roles with varying levels of documentation abilities. These include:

Portal Member (free): Read-only access to a single client portal.
- These users are not considered licensed users but do require unique login credentials.
- Portal users need to be assigned to a client space with an active external share portal.
Spectator: Read-only access to your Hudu environment.
- These users have read-only access to your actual Hudu environment, as opposed to only the external share portal.
- Spectators can be granted read-only access to all of your spaces or restricted down via security groups.
Author: Gain access to writing and archiving.
- These users gain the ability to write within your Hudu environment; as well as archive information to the museum.
- Authors can be granted access to all of your spaces, or restricted via security groups.
Editor: Gain access to some documentation tools.
- These users gain the ability to flag documentation and view expirations within Hudu.
- Editors can be granted access to all of your spaces or restricted down via security groups.
Admin: Gain access to the admin tab.
- These users gain the ability to access almost all areas of your Hudu environment; as well as gain the ability to delete information.
- Admin users cannot be added to security groups.
Super admin: Have access to all features/areas.
- These users have access to everything within your Hudu environment; as well as have the ability to export data out of your Hudu environment.
- Super-admins cannot be added to security groups.

Inviting Users

This section will walk you through inviting a user to your Hudu environment. Inviting users is limited to admin or super-admin roles ONLY.

Navigate to the Hudu admin area on your Hudu Toolbar.
Under the category 'Basic Setup,' click on the Users tab.
Click ((+ Invite New Users)).
From here, type in the e-mail address(es) for the users you'd like to add. Click Add or Enter when finished.
- Please note that you can add as many e-mail addresses as you'd like, separated by commas; but they will all need to be the same user role when adding multiple users at the same time.

Clicking Add does not create the user accounts; this will allow you to review the e-mails for the correctness and is required to click before Hudu will allow you to create the users.

Assign the user(s) a user role from the list.
Finish user setup:
- For portal users, it is required to select a client [space] to tie the portal user to (i.e. which clients' portal will they have access to).
- For spectators, authors, and editors, you must assign these users to at least one security group.
  - A "Default" security group must be designated. All added users will automatically be placed into this security group by default (unless otherwise specified).
Click Invite User(s).
- Please note, there must be enough available licenses in your Hudu HQ account for a new user to be invited.

Removing Users

This section will walk you through removing a user from your Hudu environment. Removing users is limited to admin or super-admin roles ONLY.

Navigate to the Hudu Admin area on your Hudu Toolbar, and into the Users tab.
Find the user that you'd like to remove.
- Click the user's name to open up the user's details page.
- From this window, click Archive in the top right corner.
  - Users from Hudu are never deleted, only archived. This allows us to maintain the validity of your activity logs.
  - Archiving technicians and portal users work very similarly to deleting the user; they will lose access to all environments they previously had access to, and will not be able to regain access unless they are unarchived.

Billing will continue for the archived user's license unless it is adjusted in your Hudu HQ account. To adjust the number of billed licenses, navigate to your Hudu HQ dashboard > My Billing > Access Your Billing Portal > Update Plan.

Editing a User

This section will walk you through editing a user's name, email, or role.

Navigate to the Hudu Admin area on your Hudu Toolbar, and into the Users tab.
Find the user that you'd like to edit.
- Click the user's name to open up the user's details page.
- From this window, click Edit in the top right corner.
- This will take you to a new page where you can update a user's name, email address, role and avatar.

Resetting a User Password

This section will walk you through resetting a user's password. Resetting passwords is limited to admin or super-admin roles ONLY.

Navigate to the Hudu Admin area on your Hudu Toolbar, and into the Users tab.
Find the user that you need to reset the password for.
- Click the user's name to open up the user's details page.
- From this window, click Reset Password in the top right corner.
- Enter and Confirm the new password.
- Click Update User.

Impersonating Users

This section will walk you through how to impersonate a user if you need to see what they can see.

Navigate to the Hudu Admin area on your Hudu Toolbar, and into the Users tab.
Find the user that you would like to impersonate.
- Click the user's name to open up the user's details page.
- From this window, click Impersonate in the top right corner.
- A yellow banner will appear in the bottom left-hand corner of the screen to indicate you are now signed in as that user. Admins and Super Admins cannot be impersonated.

User Summary

This section covers how to access the User Summary for any user in Hudu.

Navigate to the Hudu Admin area on your Hudu Toolbar, and into the Users tab.
Find the user that you would like to see the summary for.
- Click the user's name to open up the user's summary page.
- This page will show:
  - The user's role;
  - When the user was created;
  - Whether they have 2FA enabled;
  - How many times they have signed in;
  - Leaderboard Statistics;
  - Companies most interacted with;
  - Number of assets created, updated and viewed;
  - What Security Groups the user is in.
    - You can view and edit which group(s) the user belongs to.
      - You can also edit group members directly on the group's page.
- If the user has not created an account, there will be an "Invitation pending" message with a button to Resend Email Invitation.
  - By clicking Resend Email Invitation, a copyable link will pop up if you would like to send the link via a different medium.

User Summary.png

Tools

Security Groups

Security groups allow you to manage what information your Hudu users are allowed to view. You can restrict security groups from:

Viewing entire client spaces;
Outline when users in a group are allowed to be active in your environment (via Login Schedules);
and, set pretty much any other type of restriction that you'd like!
- Restrictions can be set at either a category basis (i.e. restricting a security group from viewing entire asset layouts or features); and/or
- they can be set at an individual level (i.e. restricting a security group from viewing an individual password, asset, or KB article).

For additional information, visit our Groups/Restrictions article to learn more!

Password Folders

Password folders work in conjunction with security groups to not only help organize passwords for your technicians; but to also allow you to create folder restrictions, based on your already created security groups.

Passwords folders can be set to either:

Be accessible to all users
- i.e. No restrictions set upon the actual password folder; the folder is accessible to all of your technicians.
- Passwords stored within unrestricted folders can still be individually restricted from users within security groups.
Be accessible to selected users
- i.e. Which security groups, in addition to admin and super-admins, would you like to be able to view the particular password folder.

For additional information, visit our Password Folders article to learn more!

FAQ

How do I remove/delete users from my billing cycle?

Answer: Navigate to your Hudu HQ Billing Portal Dashboard. Select My Billing>Access Billing Portal>Update Plan to reduce or increase your license count. If you decrease your license count in Hudu HQ but do not archive the user, this will result in your Hudu environment going into Limited Mode for exceeding the available license count. By archiving the user, you are essentially deleting the user account; but by archiving, it allows us to maintain the validity of your activity/audit logs.

Unable to archive a user.

Answer: Likely the user was the first account created in the environment, so your Hudu account deems this as the "owner" account. To archive this user, you'll need to change their user role to something other than super admin; you should now be able to archive the user.

Notes: Once the original super admin account has been archived, the next created super admin will default to the "owner" account, and cannot be archived until the user role has been changed.