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User Management

User management in Vectense Platform provides comprehensive tools for managing user accounts, roles, permissions, and access control across workspaces.

Overview​

User management encompasses:

  • User Account Management: Creating, modifying, and deactivating user accounts
  • Role-Based Access Control: Defining and assigning user roles and permissions
  • Workspace Access: Managing user access to specific workspaces
  • Team Collaboration: Facilitating effective team collaboration and communication
  • Security and Compliance: Ensuring secure access and regulatory compliance

User Roles and Permissions​

System Roles​

System Administrator

  • Full Platform Access: Complete control over the entire platform
  • User Management: Create, modify, and delete user accounts
  • Workspace Management: Create and manage all workspaces
  • System Configuration: Configure platform-wide settings and features
  • License Management: Install and manage platform licenses
  • Security Management: Configure security policies and audit logs

Workspace Administrator

  • Workspace Control: Full control within assigned workspaces
  • User Invitation: Invite users to workspaces and assign roles
  • Resource Management: Manage workflows, models, and knowledge bases
  • Usage Monitoring: Monitor workspace usage and performance
  • Cost Management: Track and optimize workspace costs

Workspace Roles​

Editor

  • Content Creation: Create and modify workflows, models, and knowledge bases
  • Workflow Execution: Run workflows manually and monitor execution
  • Integration Management: Configure and manage integrations
  • Knowledge Management: Add and manage knowledge base content
  • Testing and Debugging: Test workflows and troubleshoot issues

Viewer

  • Read-Only Access: View workflows, models, and configurations
  • Monitoring: Monitor workflow execution and job status
  • Report Access: View reports and analytics
  • Knowledge Access: Search and view knowledge base content
  • Limited Interaction: Cannot modify configurations or content

Custom Roles

  • Tailored Permissions: Create custom roles with specific permission sets
  • Workflow-Specific: Limit access to specific workflows or features
  • Resource-Limited: Control access to models, knowledge bases, or integrations
  • Time-Limited: Create temporary access roles

User Account Management​

Creating User Accounts​

Manual User Creation

  1. Navigate to Administration: Go to Admin → Users & Roles
  2. Add New User: Click "Add User" or similar button
  3. Enter User Details:
    • Full Name: User's complete name
    • Email Address: Primary email for login and communication
    • Initial Role: Starting role assignment
    • Workspace Access: Initial workspace assignments
  4. Send Invitation: System sends invitation email to user
  5. User Activation: User completes setup via invitation link

Bulk User Import

  • CSV Import: Upload CSV file with user information
  • LDAP Integration: Sync users from Active Directory or LDAP
  • API Integration: Programmatic user creation via API
  • Template-Based: Use templates for consistent user setup

User Invitation Process

  1. Invitation Email: User receives invitation with secure link
  2. Account Setup: User clicks link and completes profile
  3. Password Setup: User sets initial password (if not using SSO)
  4. Profile Completion: User provides additional profile information
  5. Access Activation: User gains access to assigned workspaces

User Profile Management​

Profile Information

  • Personal Details: Name, email, preferred language
  • Contact Information: Phone, department, location
  • Preferences: UI settings, notification preferences
  • Avatar/Photo: Profile picture for better identification

Account Settings

  • Password Management: Change password, security settings
  • Two-Factor Authentication: Enable/disable 2FA
  • Session Management: Active sessions, device management
  • API Access: Personal API keys and tokens

Notification Preferences

  • Email Notifications: Configure email notification types
  • System Alerts: Choose which system alerts to receive
  • Workflow Notifications: Set preferences for workflow-related notifications
  • Frequency Settings: Control notification frequency and batching

User Lifecycle Management​

Account Activation

  • New User Setup: Guide users through initial setup
  • Workspace Onboarding: Help users understand workspace structure
  • Training Resources: Provide access to training materials
  • Initial Permissions: Set appropriate starting permissions

Account Modification

  • Role Changes: Update user roles and permissions
  • Workspace Access: Add or remove workspace access
  • Contact Updates: Update contact information
  • Security Changes: Modify security settings

Account Deactivation

  • Temporary Suspension: Temporarily disable access
  • Permanent Deactivation: Remove access while preserving audit trail
  • Data Handling: Determine what happens to user-created content
  • Access Transfer: Transfer ownership of resources to other users

Workspace Access Management​

Workspace Membership​

Adding Users to Workspaces

  1. Select Workspace: Navigate to specific workspace settings
  2. User Management: Access workspace user management
  3. Invite Users: Add users by email or select from existing users
  4. Assign Roles: Set appropriate workspace roles
  5. Send Invitations: Notify users of workspace access

Workspace Role Assignment

  • Role Selection: Choose from available workspace roles
  • Permission Customization: Modify role permissions if needed
  • Effective Permissions: Understand how roles combine with system permissions
  • Inheritance Rules: Understand permission inheritance and overrides

Access Control Lists

  • Resource-Level Permissions: Control access to specific resources
  • Feature Permissions: Enable/disable specific features for users
  • Time-Based Access: Create temporary or scheduled access
  • Conditional Access: Access based on location, device, or other factors

Multi-Workspace Management​

Cross-Workspace Access

  • Multiple Memberships: Users can belong to multiple workspaces
  • Role Variations: Different roles in different workspaces
  • Context Switching: Easy switching between workspaces
  • Unified Identity: Single user account across all workspaces

Workspace Isolation

  • Data Separation: Ensure workspace data remains isolated
  • Permission Boundaries: Prevent cross-workspace permission leakage
  • Resource Isolation: Separate compute and storage resources
  • Audit Separation: Maintain separate audit logs per workspace

Team Collaboration Features​

Communication and Coordination​

User Directory

  • Team Member Listing: View all workspace team members
  • Contact Information: Access team member contact details
  • Role Visibility: Understand team member roles and responsibilities
  • Status Indicators: See online status and availability

Collaboration Tools

  • Comments and Annotations: Add comments to workflows and resources
  • Change Notifications: Notify team members of important changes
  • Activity Feeds: Track team activity and recent changes
  • Mention System: Tag team members in comments and discussions

Knowledge Sharing​

Documentation Access

  • Shared Documentation: Access to workspace documentation
  • Knowledge Bases: Shared knowledge repositories
  • Best Practices: Documented procedures and guidelines
  • Training Materials: Access to training and onboarding resources

Experience Sharing

  • Workflow Templates: Share proven workflow patterns
  • Configuration Examples: Share tested configurations
  • Troubleshooting Guides: Collaborative problem-solving resources
  • Success Stories: Document and share successful implementations

Security and Access Control​

Authentication Methods​

Local Authentication

  • Username/Password: Traditional username and password authentication
  • Password Policies: Enforce strong password requirements
  • Password Recovery: Secure password reset procedures
  • Account Lockout: Automatic lockout after failed attempts

Single Sign-On (SSO)

  • SAML Integration: Enterprise SAML-based authentication
  • OAuth/OpenID: OAuth and OpenID Connect integration
  • Active Directory: Integration with Windows Active Directory
  • LDAP Integration: Support for LDAP-based authentication

Multi-Factor Authentication (MFA)

  • SMS Verification: Phone-based verification codes
  • Email Verification: Email-based verification
  • Authenticator Apps: Support for TOTP authenticator applications
  • Hardware Tokens: Physical security key support

Authorization and Permissions​

Permission Model

  • Role-Based Access: Permissions granted through role assignments
  • Resource-Based: Permissions on specific resources
  • Attribute-Based: Permissions based on user attributes
  • Dynamic Permissions: Permissions that change based on context

Permission Inheritance

  • Hierarchical Permissions: Permissions inherited from parent roles
  • Override Mechanisms: Ability to override inherited permissions
  • Effective Permissions: Calculate actual permissions for users
  • Permission Conflicts: Resolution of conflicting permissions

Audit and Compliance​

User Activity Logging

  • Login Activity: Track user login and logout events
  • Action Logging: Log all user actions and changes
  • Access Logs: Track resource access and usage
  • Permission Changes: Log all permission and role changes

Compliance Reporting

  • User Access Reports: Generate user access and permission reports
  • Activity Reports: Detailed user activity reports
  • Compliance Dashboards: Real-time compliance monitoring
  • Audit Trail: Complete audit trail for regulatory compliance

Advanced User Management​

Automation and Integration​

Automated User Provisioning

  • HR System Integration: Automatic user creation from HR systems
  • SCIM Protocol: Support for SCIM-based user provisioning
  • API-Based Provisioning: Programmatic user management via API
  • Workflow-Based: Use workflows for complex user provisioning

Automated Access Management

  • Role Assignment Rules: Automatic role assignment based on criteria
  • Conditional Access: Dynamic access based on user attributes
  • Temporary Access: Automatic access expiration and renewal
  • Access Reviews: Periodic access review and cleanup

Advanced Security Features​

Risk-Based Authentication

  • Behavioral Analysis: Detect unusual user behavior patterns
  • Location-Based Security: Additional security for unusual locations
  • Device Recognition: Recognize and trust known devices
  • Risk Scoring: Dynamic risk assessment for access decisions

Session Management

  • Session Monitoring: Track active user sessions
  • Session Limits: Limit concurrent sessions per user
  • Session Timeout: Automatic session expiration
  • Remote Session Termination: Ability to terminate user sessions remotely

Monitoring and Analytics​

User Analytics

  • Usage Patterns: Analyze user activity and usage patterns
  • Feature Adoption: Track feature usage and adoption rates
  • Performance Metrics: User productivity and efficiency metrics
  • Engagement Analytics: User engagement and retention analysis

Security Analytics

  • Threat Detection: Identify potential security threats
  • Anomaly Detection: Detect unusual access patterns
  • Compliance Monitoring: Monitor compliance with security policies
  • Risk Assessment: Ongoing security risk assessment

Best Practices​

User Onboarding​

Structured Onboarding

  • Welcome Process: Well-defined welcome and introduction process
  • Training Program: Comprehensive training on platform usage
  • Mentorship: Pair new users with experienced team members
  • Gradual Access: Start with limited access and expand as users learn

Documentation and Support

  • User Guides: Comprehensive user documentation
  • Video Tutorials: Step-by-step video training materials
  • FAQ Resources: Frequently asked questions and answers
  • Support Channels: Clear channels for getting help and support

Security Management​

Regular Reviews

  • Access Reviews: Periodic review of user access and permissions
  • Role Audits: Regular audit of role definitions and assignments
  • Permission Cleanup: Remove unnecessary permissions and access
  • Security Assessments: Regular security posture assessments

Policy Enforcement

  • Clear Policies: Well-defined user access and security policies
  • Policy Communication: Regular communication of policies to users
  • Policy Compliance: Monitor and enforce policy compliance
  • Policy Updates: Keep policies current with business needs

Performance Optimization​

User Experience

  • Interface Optimization: Optimize user interface for different roles
  • Workflow Efficiency: Streamline common user workflows
  • Performance Monitoring: Monitor and optimize system performance
  • Feedback Collection: Regular collection of user feedback

System Optimization

  • Resource Planning: Plan system resources for user growth
  • Capacity Monitoring: Monitor system capacity and usage
  • Performance Tuning: Optimize system performance for user load
  • Scalability Planning: Plan for user base growth and scaling

Effective user management ensures secure, efficient collaboration while maintaining proper access controls and compliance requirements. Implement these practices to create a well-managed, secure user environment.