Assigning security credentials and staff access

If the contact listed in the Contact information area is not an iMIS user, the fields in the User credentials area are empty. Click the red icon (X) to delete or change the username.

The following fields appear in the User credentials area:

• Logon – Displays this authentication record's logon name (user name). No user selected displays when the authentication record is not linked to a user record. Click the add icon (+) to create user logon credentials.
• Password/Confirm password – Input fields for changing an existing password. By default, passwords must contain at least seven characters with at least one numeric character and at least one alphabetic character.

Note: iMIS provides enhanced password hashing to secure all user login passwords. This enhanced password security complies with PCI 3.2 guidelines.

• Email – When you create a new authentication record, if the iMIS contact record includes an email address, iMIS populates the Create User Logon window with that address. However, the value that is displayed in this area of the Users window is always the value that is stored in the ASP.NET authentication store.
• Locked out – Indicates whether this authentication record is temporarily blocked from gaining access to iMIS. By default, iMIS locks out an authentication record after five failed attempts to log on.

• User Class – Specifies the license to apply to this user, which controls all subsequent authorization.

Note: Only those contacts with the user class of Full User are able to see the Staff Access areas and be assigned to the On behalf of role.

Note: Staff users do not have access to update any of the areas under User information.

The User information area displays after user credentials are entered.

The following fields are displayed in the User information area:

• Disabled – Select this option if you do not want the selected user account to be used immediately.
• Effective date – Enter the date when these credentials become valid.
• Expiration date – In iMIS, the Expiration date for an account is a rolling date based on the last login (sign-in) date. By default, the expiration date is five years from the last login date, and this date is reset after every login.

  Changing the Expiration date

  Do the following to configure the account expiration date based on the last login date:

  1. Go to Settings > Contacts > Account Management.
  2. Specify a new value in the Default expiration date, in years from last login field. Whenever a user signs in, their account expiration date is reset to that login date plus the number of years specified in the Default expiration date, in years from last login field. For example, if this value is 3, and a user signs in on January 1, 2018, their account expiration date is set to January 1, 2021.

  Note: The value entered into the Default expiration date, in years from last login field must be greater than 0.

Security roles (Community > Security > Roles) grant specific administrative privileges to user records. There are system roles that cannot be deleted:

• SysAdmin - Requires a valid email address. System administrators can expect to receive emails requiring their attention in order to maintain the security and performance of their iMIS systems. System administrators have access to all areas of the staff site. See Overview of security throughout iMIS and Module authorization levels.
• CompanyAdministrator -Do not use this role; instead, assign someone a company administrator through the organization account page. See Assigning the company administrator role for one or more companies.
• OnBehalfOf - Can only be assigned to a Full User. See On Behalf Of.
• RemoteService - Allows users to remotely access the REST API. If external API calls are missing the RemoteService role on the service account, the API calls will fail until it is added. The RemoteService role is not required for client-side iParts, only for B2B (an application requiring its own username and password) access.
• Everyone - Dynamically assigned to authenticated and guest users. This role is hidden and cannot be added to a user's account.
• Content Administrator - Dynamically assigned to members of any Master Admin Content Authority Group. This role is hidden and cannot be added to a user's account.

Assigning a role to a contact

Do the following to assign a role to a contact:

1. Go to Community > Security > Users.
2. Search for the user, then select their ID.
3. From the Roles section, select Add.
4. Select the available role, then click OK.
5. Save the changes.

Creating and editing security roles

Do the following to add or edit security roles:

1. Go to Community > Security > Roles.
2. Select Add a role or select an existing one.
3. Enter a Name and Description.

Warning! Do not remove a user's SysAdmin role without also lowering the System authorization level (see Assigning staff access). If the levels and roles do not agree, the system will have access conflicts.

Security groups grant specific access to all individuals who are members of the group. The following security groups affect user privileges.

The Staff access area includes settings for user-specific correspondence and Module authorization levels. This section only appears if the User class is Full user.

Note: By default, this section is collapsed. Simply click on the arrow next to Staff access to expand this section.

For full details on this section, see Module authorization levels.

To assign someone as a Staff user, do the following:

1. Navigate to the contact’s account page.
2. Click the Security tab.
3. From the User class field, select Full user.
4. Expand the Staff access section.
5. Select the appropriate levels for the user. For more information, see Module authorization levels.

For information on what Staff can access, see Overview of security throughout iMIS.

To assign a security role to a user:

1. Navigate to the contact’s account page.
2. Click the Security tab.
3. From the User information section, locate Roles then select Add.
4. Select a role to assign to the user, and click OK.
5. Click Save.

Note: It is not recommended to use the CompanyAdministrator security role. The Company Administrator role should be assigned to users through the user's organization (Managing organizations).

Do the following to assign a user to a security group:

1. Navigate to the contact’s account page.
2. Click the Security tab.
3. From the User information section, locate Security groups then select Add.
4. Select a group, or multiple groups, to which you want to assign the user. Click OK.
5. Save your changes.