Security

On the Users page of the Security tab, depending on your permissions, you can manage Access Unify | Services Portal users.

Features:

• You can filter the Users page grid by user Status, Customer, and Roles. These fields support type-ahead functionality, allowing you to quickly search by names and emails.

• The Customer field lets you focus on users who have access to one or more customers (organizations) they can view on the Inventory page. And then you can display every user for that customer with a specific Role.

• The Users page grid supports standard pagination for easy navigation.

• Click Download to generate a report of users in the grid. Click the Inbox button to download the report.

• When you click Add User, the User Registration page displays and you can enter a new user's information.

• You can specify the Access Unify | Services Portal Customer (organization) records a user can view on the Inventory page. A user can have access to multiple Customer sites.

• You can specify a user's role. A user can have multiple user Roles.

• A user's Departments and Locations are read-only.

• On the Users page, click a user to view the user's information.

• On the Actions menu (the three dots to the right of a user) select Edit User to display the Edit User Details page and edit a user's information.

• You can change a user's Status to inactive if the user has left your organization or to disable their Access Unify | Services Portal account. An inactive user is unable to log into Access Unify | Services Portal.

• You can enable Multi-Factor Authentication (MFA) for a user.

On the Privilege page of the Security tab, depending on your permissions, you can enable record type fields to allow user groups to access specific records.

For example, you can restrict users in a group to only access mortgage files. On the Privilege page, click Edit. Under Loan File select Loan Type to enable the Loan Type field for user groups. Click Save. Then on the Groups page, select the group, and then click Edit. In Restricted Items clear the Loan File check box to show the Loan File item type in Privileges. In Privileges, select Loan File to expand the list of loan types. Choose the loan type you want users to access: Mortgage. Click Update. Users in the group will now only be able to access mortgage files.

On the Groups page of the Security tab, depending on your permissions, you can add and edit user groups.

You can create multiple groups to restrict or grant access to various types of inventory. For example, you can create a group for Accounts Payable team members that only allows access to American Express invoices.

To manage user groups effectively:

• Plan First: Understand the purpose of each group and name them clearly.

• Use Roles: Group users by their job functions, not by individual users.

• Be Secure: Only give the minimum access needed.

• Balance: Create groups that are specific but not too small.

Features:

• You can specify the Group Name and Description.

• To limit access to records by record type, you can specify Restricted Items to hide record types on the Inventory page from a user group.

• If configured, you can also specify a group's Privileges to further limit access to records based on specific information, like Department.

• In Group User, you can specify the users for the group.

• To grant new users the same record type access and privileges, add the new user to an existing user group.

Roles define the permissions granted to users to perform specific actions. The Access team created basic users roles for your organization during the implementation of Access Unify | Services Portal: Tier 1 Customer Admin, Reviewer, and Read only. The Reviewer and Read only roles are editable.

An administrator can also create additional roles. For example, an administrator can create a role that lets users add new items to the inventory.

On the Roles page of the Security tab, depending on your permissions, you can view the permissions assigned to existing roles. You can also create additional user roles and edit the permissions assigned to roles.

To manage roles effectively:

• Grant the role only the permissions necessary to perform the actions required of the role.

• Match roles to job duties.

• Assign users roles, not individual permissions.

• Check roles regularly and update them.

• In the Description field, indicate the actions a user with the role can perform and be specific.

Permissions let users with a role to perform specific actions in Access Unify | Services Portal. For example, the Audit Logs - Download permission dictates if users can download audit logs. The table below describes the Access Unify | Services Portal permissions that can be assigned to user roles.