Managing users

ReliaSoft Cloud uses a third-party tool for user authentication and permissions (Keycloak, https://www.keycloak.org/). If you are a designated "site admin" click Site settings > Users to open the Keycloak interface and manage active (aka enabled) users for your site.

IMPORTANT: Do NOT attempt to either disable or delete your user account. Doing so will immediately remove your access to your site.

Create a new user

1. In the sidebar, click Users to view the user list.
2. Click Add user.
3. On the Create user page:
   1. Enter Email (also the username), First name and Last name.
   2. Click Join Groups and select either fmea-viewer, fmea-editor or fmea-admin.
   3. Required user actions is optional:
      • Upon first sign-in, all new users will be prompted to Verify Email and Update Password regardless of whether you select those actions when creating the account.
      • If you also want to require multi-factor authentication, you can assign Configure OTP at any time.
   4. Click Create.
4. After the new account has been created, click the Credentials tab and set a temporary password.

Edit the display name for a user

1. In the sidebar, click Users to view the user list.
2. Click the user name.
3. Change the First name and/or Last name values.
4. Click Save.

Reset the password for a user

If user forgets their password, they can normally use the Forgot Password link on the sign in screen to reset their password. If they are not able to do so, then a site admin can reset the password for them.

1. In the sidebar, click Users to view the user list.
2. Click the user name.
3. On the Credentials tab:
   1. Click Reset Password
   2. Enter the Password and New password confirmation values. You should consider also keeping the "Temporary" toggle enabled so that the user will be prompted to change the password the next time they sign in.
   3. Click Save

Reset OTP credentials for a user

If a user reports a problem with the multi-factor authentication (MFA) / one-time password (OTP) requirement for their account (e.g., if they no longer have access to the device that generates the one-time codes for sign-in), you can remove the current credential and re-add the requirement so they are prompted to set it up again. See Multi-factor authentication.

Disable or delete a user

If a user no longer needs access to your ReliaSoft Cloud site, you have two options. You can either:

• Disable the user, which immediately removes the user's access to ReliaSoft Cloud and prevents them from signing in. It does not remove them from the user list or remove them from any actions that they may be assigned to.

or

• Delete the user, which in addition to immediately removing the user's access to ReliaSoft Cloud and preventing them from signing in, it also removes ALL historical data about the user and their actions.

If the user has NOT accessed the site, then deleting the user should have no consequences. If the user HAS accessed the site, then disabling the user may be a better option, particularly if the user has already performed many actions on your ReliaSoft Cloud site.

Disable or re-enable a user

1. In the sidebar, click Users to view the user list.
2. Click the user name.
3. In the bar at the top of the user details, click the Enabled toggle to change the user status.

Permanently delete a user

1. In the sidebar, click Users to view the user list.
2. Click the user name.
3. In the bar at the top of the user details, click Delete user.
4. In the Delete user window click Delete.

Assign the site admin role to additional users

Multiple users can be assigned to the site admin role. If you are existing site admin and you need to add another user to that role, then:

1. In the sidebar, click Users to view the user list.
2. Click the user name, then on the Role mapping tab, click Assign role.
3. Choose to Filter by realm roles, then select the "tenant-admin" role and click Assign.

If you no longer need to use the site admin role, ask an existing site admin to remove the "tenant-admin" role from your account.