Overview

The Manage Accounts enables proper access control, role assignment, and organizational grouping to ensure users are assigned correct permissions within the platform.

• Departments
• Roles
• Users

By default, the system opens the Departments tab.

Departments Tab

The Departments tab allows administrators to create, manage, activate, or deactivate departments within the organization.

Departments help organize users and define role groupings for access control and operational structure.

Viewing Departments

When accessing the Departments tab, the system displays a table containing:

• Name – Department name
• Description – Brief explanation of the department
• Status – Active or Inactive
• Created On – Date and time created
• Last Updated – Most recent modification date
• Action – Additional department options (Edit, Archive, Unarchive)

Pagination controls are available at the bottom of the page.

Searching and Filtering Departments

The system provides multiple filtering options:

Global Search

The Global Search field allows searching across multiple columns.

Column-Specific Filters

Users may filter by:

• Name
• Description
• Status
• Created On (date filter)
• Last Updated (date filter)

Multiple filters may be combined for refined results.

Clear Filter

Clicking Clear Filter resets all applied filters.

Adding a New Department

To create a new department:

1. Click Add Department (top right corner).
2. The Add New Department modal will appear.
3. Enter the following:
   • Name (Required)
   • Description (Optional but recommended)
4. Click Save to create the department.
5. Click Cancel to discard changes.

Field Requirements

• The Name field is mandatory.
• Department names should be unique within the organization.
• The system may prevent duplicate entries.

Department Status

Departments can have the following statuses:

• Active – Department is operational and available for assignment.
• Inactive – Department is disabled and may not be assignable to users.

Status changes are controlled via the Action menu.

Inactive departments remain in the system for record purposes but may be restricted from active use.

Department Actions

The Action column provides additional controls such as:

• Edit
• Archive
• Unarchive

Roles Tab

The Roles tab allows administrators to create, manage, and control permission levels assigned to users within the organization.

Roles define what actions users can perform in the system. Each role is linked to a department and contains specific permissions.

Roles Table Overview

The Roles tab displays a structured table with the following columns:

Name

• Displays the Role Name.
• Includes a search function for filtering by role name.

Description

• Displays the role description.
• Includes a search function.

Department

• Displays the department assigned to the role.
• Includes a search function.

Permission

• Displays the assigned permission set for the role.
• Includes a search function.

Status

Indicates whether the role is active or inactive.

Predefined filter options:

• All
• Active
• Inactive

Created On

Displays the date and time when the role was created.

Date filter options:

• All
• Today
• Last 7 Days
• Last 30 Days
• Last Year
• Custom Date Range

Last Updated

Displays the most recent modification date.

Date filter options (same as Created On):

• All
• Today
• Last 7 Days
• Last 30 Days
• Last Year
• Custom Date Range

Action

Provides administrative controls:

• Edit
• Archive
• Unarchive

Searching and Filtering Roles

The system allows granular filtering to quickly locate specific roles.

Users may filter by:

• Role Name
• Description
• Department
• Permission
• Status
• Created On
• Last Updated

Multiple filters may be combined for refined results.

If no records match the applied filters, the system displays a “No records found” message.

Adding a New Role

To create a new role:

1. Click the Add Role button.
2. The Add Role form/modal will appear.
3. Fill in the required fields.
4. Click Save to create the role.
5. Click Cancel to discard changes.

Add Role – Required Fields

The following fields are mandatory when creating a role:

Role Name

• Required field.
• Must be unique within the system.

Description

• Required field.
• Provides explanation of the role’s purpose.

Department

• Required field.
• Select from the list of existing departments.
• Only available departments can be selected.

Permissions

At least one permission must be selected.

Available permission options include:

• Select All
• Can View
• Can Approve and View
• Can Upload and View
• Allow All
• Can Release and View
• Can Create, Edit & View Templates
• Can View Documentation and Access Developer Tools
• Can Reject and View Access
• Can Perform Check-In

Permissions determine the level of system access granted to users assigned to the role.

Role Status

Roles can have the following statuses:

• Active – Role is available for assignment to users.
• Inactive – Role cannot be assigned but remains in the system for record purposes.

Role Actions

The Action column provides administrative controls:

Edit

Allows modification of:

• Role Name
• Description
• Department
• Permissions

Archive

Sets the role status to Inactive.

Archived roles:

• Cannot be assigned to users.
• Remain visible in the system.

Unarchive

Reactivates an archived role and changes its status to Active.

Recommended Role Management Workflow

1. Create Department
2. Create Role under selected Department
3. Assign appropriate permissions
4. Activate Role
5. Assign Role to Users

This ensures proper access control and structured permission governance within the system.

Users Tab

The Users tab allows administrators to manage system users, assign roles, control account status, and configure administrative access.

This module ensures proper access control, user lifecycle management, and role-based permissions.

Users Table Overview

The Users tab displays a structured table with the following columns:

ID

Displays the system-generated unique user ID.

Name

Displays the user’s Display Name.

Role – Department

Displays the assigned Role together with its corresponding Department.

Available roles may include:

• Select All
• Approver (Admin-level access)
• IA
• All Access
• Approver 1
• Check In
• Releaser
• Template Designer
• Developer
• Approver
• IA Admin
• Creator
• Viewer

A user may have one or multiple assigned roles depending on system configuration.

Email

Displays the registered email address of the user.

Status

Indicates the current account state.

Available filter options:

• All
• Active
• Inactive
• Pending

Status Definitions:

• Active – User has access to the system.
• Inactive – User account is disabled.
• Pending – User has been created but has not yet verified their email.

Created On

Displays the date and time when the user account was created.

Date filter options:

• All Dates
• Today
• Last 7 Days
• Last 30 Days
• Last Year
• Custom Date Range

Last Updated

Displays the most recent modification date of the user account.

Date filter options (same as Created On):

• All Dates
• Today
• Last 7 Days
• Last 30 Days
• Last Year
• Custom Date Range

Action

Provides administrative controls for each user:

• Edit
• Activate
• Deactivate
• Resend Verification Email

Searching and Filtering Users

Administrators may filter users by:

• Status
• Created On (Date Range)
• Last Updated (Date Range)

Filters can be combined for more precise results.

Adding a New User

To create a new user:

1. Click the Add User button.
2. Complete all required fields.
3. Click Save to create the user.
4. Click Cancel to discard changes.

Required Fields for Adding a User

The following fields are mandatory:

Display Name

• Full name of the user as displayed in the system.

Email

• Must be a valid and unique email address.
• A verification email will be sent upon creation.

Assigned Roles

• Must select at least one role.
• Roles are displayed in the format: Department – Role

Users can be assigned multiple roles depending on access requirements.

Editing a User

Click Edit under the Action column to modify user details.

Editable Required Fields:

• Display Name
• Email
• Assigned Roles

Changes must be saved to apply updates.

Activating and Deactivating Users

Activate

• Enables system access for the user.
• Only applicable to Inactive users.

Deactivate

• Disables system access.
• The user will no longer be able to log in.
• Historical records remain intact.

Resend Verification Email

If a user’s status is Pending, administrators may click:

Resend Verification Email

This will trigger a new verification email to the registered address.

Admin Roles Button

The Admin Roles button allows administrators to manage elevated access permissions.

Edit Admin Roles

When clicked, administrators can:

• View currently assigned admin-level roles.
• Modify or add additional elevated permissions.

Selected Admin Roles

Displays the current administrative access assigned to the selected Admin user.

Select Roles (Admin Access Options)

Administrators can assign additional access from the following list:

• Select All
• Approver (Admin-level access)
• IA
• All Access
• Approver 1
• Check In
• Releaser
• Template Designer
• Developer
• Approver
• IA Admin
• Creator
• Viewer

These roles grant higher-level permissions and broader system control.

Recommended User Management Workflow

1. Create Role (under Roles Tab)
2. Create User
3. Assign Department – Role
4. Send Verification Email
5. Activate User (if required)
6. Monitor and update roles as needed

Download Functionality

The Download button allows exporting visible records.

• If no filters are applied, all visible data may be exported.
• If filters are active, only filtered records will be included.

This supports reporting and compliance needs.

Pagination and Navigation

The Manage Accounts page supports pagination:

Users can:

• Navigate between pages
• Jump to a specific page
• Adjust number of items per page

The table updates automatically based on selected settings.

Access Control and Permissions

Access to Manage Accounts is restricted to authorized users (typically administrators).

Permissions may control:

• Ability to add departments
• Ability to edit roles
• Ability to manage users
• Ability to activate/deactivate records

Unauthorized users will not see restricted controls.

Organizational Structure Workflow

Typical workflow:

1. Create Department
2. Create Roles
3. Assign Permissions to Roles
4. Create or Manage Users
5. Assign Users to Departments and Roles

This structure ensures proper segregation of duties and controlled system access.