Users (Organization)

Organization Administration Access

Access to the Organization Administration section of the application is restricted to Users who are tagged as an Administrator here at Organization Administration Users. From the Dashboard, click "Admin" on the menu (top-right).

Article contents:

• Managing Users
  • Add a User
  • Disable a User
• Field Definitions
  • Page Actions/Buttons
  • Grid Column Definitions
  • Authentication Status
• SSO User Management

Managing Users

Rockport BUDGET uses Multi-Factor Authentication (MFA) for all users via Auth0. The following guide explains how to use the buttons and fields on the Org Admin page.

Note: if your organization uses Single Sign On (SSO) in lieu of or in addition to MFA, please see the additional section below regarding SSO user management.

Add a new user:

1. On the Admin page, click Add User
2. Enter the user’s email, first and last names
3. Click Add User
4. The user will be sent an invitation to join Budget. For SSO users this is a login link. For MFA uses this is a link to begin the MFA set up. See MFA Instructions document.

If a user did not receive the invitation, highlight the user’s name in the grid and click “Resend Invite”.

Note: A new user added via the “Add User” button will automatically be added to Auth0.

Note: After creating a new User, Roles & Permissions (Client and Budget), as well as, Portfolio(s) need to be assigned/attached in Client Admin User Security.

Disable a user:

1. On the Admin page, click Edit
2. Find the user, change User Status to Disabled
3. Click Save

Field Definitions

Page Actions/Buttons

Org Admin Actions	Definition
Add User	Pop-up menu to add a new user to the Org. Adding a user requires email, first and last names. Check the Administrator box to give the new user access to the Org Admin page (not recommended) Note: An email activation link will be sent to a newly added user. For MFA clients, the user must follow this link to sign in for the first time. For SSO clients, the email invitation is not necessary – the user can follow the link or follow the organization’s internal log in link.
Edit	Allows edit to the grid fields. See table below for definitions of the grid fields. Note: First and Last name are not currently editable.
Refresh	Refresh the grid/view
Resend Invite	Sends an Auth0 email invitation to the highlighted user to join the organization and set up MFA access.
Reset Password	Sends an email link to the user to reset their password. A user can also send themselves a reset password link via the Preferences menu. Note: For SSO Clients/Users the Reset Password link will not work. SSO passwords are maintained in the client’s systems.
Send Email	Allows Org Admin to send an email to all Active users in the organization. The email will be sent from the originating admin’s email address.
Export	Exports the data in the grid for analysis.
Display Active Users	Checked: displays only users with User Status = Full Access Unchecked: displays all users
Search By	Search for a user in the grid by email, first name or last name
Auth Status	Filter the grid by Auth Status field

Grid Column Definitions

Grid Columns	Definition
Email	User’s email address which serves as their login.  Email cannot be edited after setup and must be a valid email.
First	User’s first name
Last	User’s last name
Note	Sortable notes field designed for tracking additional comments such as third-party management company
User Status	Grid Options: Active or Disabled This is the On/Off switch for user access to Budget Active: provides login access to BUDGET. Complete user access via the Client-level User Security node. Disabled: turns off all access to the organization for the user
Auth Status	Grid Options: Active or Disabled Active: The user has successfully logged in Disabled: The user’s access has been removed. They will not be able to log. Access can be restored by changing it back to Active. Note: additional statuses shown in the table above are automatically generated and cannot be selected via the grid.
Auth Provider	Indicates whether the user logs in via SSO or MFA
Administrator	Checked: The user has access to the Org Admin page and can add new users or modify existing users. Unchecked: The user will not see the Admin menu when logged in

Note: use the arrows to the right of any column header to alphanumerically sort a column

Authentication Status

The Auth Status column will tell you if a user has an active Auth0 account and has successfully authenticated to BUDGET.

Auth Status Values	Definition
Pending Invite	MFA User Only Invitation email has been sent. User has not connected.
Active	The user has successfully logged in with MFA or SSO
N/A (Non Primary)	The user’s primary organization is different and authentication is through their primary org. For example, Rockport and rSquared support team members belong to a Rockport organization as their primary and appear with AuthStatus = N/A
Disabled	The user is disabled in Auth0. To re-establish a connection, contact Support via the Help Desk ([e-mail]).  Note: The Resend Invite link will not work for these users.
Unregistered	MFA Users: The user has not been sent an Auth0 invitation or does not have an Auth0 MFA account with Rockport/rSquared. To establish a connection, contact Support via the Help Desk ([e-mail]) SSO Users: The user has not logged in or authenticated via SSO. The user must have a valid email address and authorized domain to log in via SSO.

SSO User Management

If your company uses SSO, passwords are managed through your company’s systems instead of in BUDGET. Users must still be added on the Organization Admin page before they can access BUDGET. If a user’s email address matches an approved domain and they have access to BUDGET through your company, they can sign in. New users will receive an email invitation with a link to access BUDGET, or they can use your company’s internal link to sign in.

Note: If an SSO user forgets their password, they must reset it through their company’s password management process rather than through BUDGET.