Account Management
Overview
This page will detail how to navigate around the Account section of the ID3global Administration Portal, located through the Accounts tab below:
Adding an Account
1. To set up access to the administration site or user portal an Account will need to be set up. This is done via the Accounts tile on the login screen.
2. Once in the Accounts section there is an Add Icon located near the top left side of the screen, click on this (shown below)
3. The following box will appear which will ask for:
a. Name – Enter who the account belongs to e.g. John Smith
b. Username* – enter what username the user is to have e.g. JSmith (if the full username is to be JSmith@gbgplc.com then only the first part is needed)
c. Email – enter the user’s email so that d. PIN – This is the Personal Identification Number that is used as a security aid when changing the password or for enhanced security e. Password Expiry – Accounts can be set so that they will never expire
*The domain will automatically be attached to the username entered e.g.JSmith@gbgplc.com
4. Once the next Button is clicked an option will appear for what kind of account needs to be made, the following can be selected by clicking on the slider: a. User Role – Access to process checks via the data entry site a b c d e 3 b. Administrator Role – Access to set up, edit and view Accounts, Licence Profiles, Reports and Settings.
5. Once Done is clicked then ID3global will create the account and at the same time a message will appear confirming that the account has been created and then an email will be sent to the registered email address
In this email the Username will be confirmed along with the Website address, however the PIN will not be confirmed, this needs to be passed on to the User by the administrator who has set up the Account. Maintaining an Account In this section the various pieces of functionality surrounding the ongoing maintenance of accounts will be detailed
1. In order to change passwords, update usernames or perform any actions associated with Account Management then the Account will have to be selected, as shown below:
2. Once the account is selected then the following screen will be shown that displays3 tabs, firstly the Details tab will be dealt with.
a. The Name, Username and Contact Email can be changed if needed, however if an individual leaves the company and is replaced then it is recommended that the account is disabled and a new account is created for the new recruit
b. The account can be set up so that the password does not need to be changed (this can done for all accounts via Settings>Password Policy, further information on pg.7)
c. The PIN must be set for Password changes and dependent on the password policy every login. This needs to be relayed to the end user
When a change has been made the Update icon will need to be selected to save the details
3. Within the account information there is also a tab showing the status of the account. If the Account needs a password change, is locked out, disabled due to inactivity or disabled by an Administrator then the relevant slider will appear as red. Once the change(s) have been made then click update to save the changes.
4. On the final tab Role Membership the permissions of the user can be edited to the below:
a. User Role – Access to process checks via the data entry site
b. Administrator Role – Access to set up, edit and view Accounts, Licence Profiles, Reports and Settings Once the change(s) have been made then click Update to save the changes.
Setting the Password Policy (requirements for a Password)
In this section the password policy and how to set it will be detailed.
1. In order to set the password policy first of all the Settings tile will need to be selected
2. Once within the settingsthe Password Policies tab will need to be selected 6
3. Within the Password Policies tab the password strength can be set along with inactivity and password changes frequency Once the change(s) have been made then click Update to save the changes.
