#Account Management

#Manage Users

Apart from the partner system account (tenant owner), which is the account used to sign up for Elements, you can invite other users into this portal to manage customers, users, roles, and customer groups.

When a user is added to this portal, an invitation email will be sent to the user automatically. Elements provides a default email template. Before adding users, you can customize an invitation email template. For details, refer to Manage Email Templates.

Users with the built-in Administrator role to add users, delete users, and change the tenant owner. To manage users, go to the Settings page, and select Users in the Account management area. The Users page appears. Click All users, Administrators, and other role tabs in the left pane to view the corresponding users.

You can perform the following actions:

• Search – To search for a specific user, enter the keywords of the user’s email address in the search box. Then, press Enter on the keyboard.

• Add users – Click Add new user in the upper-right corner. In the Add user panel, configure the following settings and click Add to add the user.

  • Sign in type – Select the sign in type from the drop-down list.

    • Local user – Enter valid email addresses in the format of someone@example.com.

    • Microsoft 365 User/Group – Microsoft 365 users and groups will become the system’s users. Enter the email address of the user/group in the format of someone@example.com. The system will automatically check whether the users or groups are valid.

    • You can also click the browse button to view the users or groups within the selected profile, and then select your desired users or groups.

  • App profile – This option only appears if Microsoft 365 User/Group is selected as the sign-in method. An app profile is required to add or verify Microsoft 365 users/groups users. Select a previously configured app profile or click New app profile. For more information, refer to Create an App Profile for Microsoft 365.

  • Add as an administrator – Select the checkbox to set the user/group as the Administrator.

  • Assign roles to the user – Select previously configured roles for the user. For more information about roles, refer to Manage Roles.

  After a user is added successfully, the user will receive an invitation email that contains the user ID. The user needs to activate the account and set the password.

• Assign role – To assign roles to a user, click the ellipsis button of the user, and select Assign role in the drop-down list. In the Assign role panel, you can select the Add as an administrator checkbox to set the user as an Administrator. Enable the roles you want to assign to the user, and click Save to save your edits. Note that you cannot assign roles to the Tenant Owner and Support accounts.

  • Remove role – To remove the role of a user, in the Administrator or any other role tabs, click the ellipsis button of the user, and select Remove role in the drop-down list. Note that you cannot remove roles for Tenant Owner and Support accounts.

  • Add to role – In the Administrator or any other role tabs, you can click Add existing user to add users to this role. In the panel, search for users by email address, select the users you want to add, and then click Save to add the users.

  • Change tenant owner – In the Administrator tab, select the user you want to set as the Tenant Owner, and then click Set as tenant owner. A pop-up window appears asking for your confirmation. Click Confirm to confirm your action. The selected user will be set as the Tenant Owner. After the tenant owner is changed, all users with the Administrator role will receive a notification email about the tenant owner change.

  • Delete user – In the All users tab, select one or more users and click Delete. A pop-up window appears asking for your confirmation. Click Confirm to confirm your deletion.

    You can also click the ellipsis button of a user, and select Delete in the drop-down list. A pop-up window appears asking for your confirmation. Click Confirm to confirm your deletion.

    Note that you cannot delete the Tenant Owner and Support accounts.

    • Unlock user – If a user enters the wrong password three times, the user account will be locked for one hour. To manually unlock users, select the users with the lock status and click Unlock.

    • Reset MFA settings – If multi-factor authentication has been enabled for local accounts, you can reset MFA settings for them. Select the local users and click Reset MFA settings.

#Manage Roles

Roles are essential in determining user permissions and levels of access within Elements. Two types of roles can be configured: Partner and Customer.

• Partner roles, including the default Administrator role, provide comprehensive control over the platform, allowing users to oversee all customers and configure system settings.

• Customer roles are designed to grant specific access and permissions to end users. Partners can create portal access roles for customers, which can then be synchronized to the relevant tenants.

In Settings > Account management > Roles, users with the Administrator partner role can view, create, edit, and delete both partner and customer roles.

#Partner Roles

Under the Partner tab, You can perform the following actions:

• Search – To search for a specific role, enter the keywords of the role name in the search box. Then, press Enter on the keyboard.

• View and edit details – Click a role name. The Role details page appears. On the Role details page, you can click the Edit button under each tab to edit the role details.

• Create – Click Create role above the table, and then refer to the instructions below to create a role.

• Delete – Select one or more custom roles and click Delete. A pop-up window appears asking for your confirmation. Click Confirm to confirm your deletion.

To create a role for partner, complete the following steps:

1. Click Create role above the table. The Create role page appears.

2. In the Basic information step, enter a name and an optional description for the role. Then, click Next.

3. In the Permissions step, select the platform-level and tenant-level permissions you want to assign to this role. Then, click Next.

   • Customers – Assign granular permissions to manage customers.

     • View customers – Allows users to view customers.

     • Edit customers – Allows users to edit customers.

     • Manage subscriptions – Allows users to manage customers’ subscriptions.

     • Onboard new customers – Allows users to onboard new customers.

   • Nitro – Allows users to manage Nitro features and operations.

   • Report center – Assign granular permissions to manage reports.

     • Customer operations report – Allows users to manage the customer operations report.

     • Subscription usage report – Allows users to manage the subscription usage report.

     • Storage consumption report – Allows users to manage the storage consumption report.

     • Subscription expiration report – Allows users to manage the subscription expiration report.

   • Integrations – Allows users to manage integration features and operations.

   • System settings – Assign granular permissions for system settings.

     • Feedback management – Allows users to manage feedback.

     • Receive email notifications – Allows users to receive email notifications.

     • Invite support – Allows users to invite support.

   • Marketplace – Assign granular access restrictions to specific functionalities within marketplace. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • User management – Assign granular access restrictions to specific functionalities within user management. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • Workspace management – Assign granular access restrictions to specific functionalities within workspace management. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • Azure security management – Assign granular access restrictions to specific functionalities within Azure security management. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • Risk management – Assign granular access restrictions to specific functionalities within risk management. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • Device management – Assign granular access restrictions to specific functionalities within device management. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • Change management communication – Assign granular access restrictions to specific functionalities within change management communication. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • Baseline management – Assign granular access restrictions to specific functionalities within baseline management. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • Workflows – Assign granular access restrictions to specific functionalities within workflows. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • Tenant settings – Assign granular access restrictions to specific functionalities within tenant settings. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • Functional roles – Assign granular access restrictions to specific functionalities within functional roles. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

   • Security – Assign granular access restrictions to portal access roles. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment.

4. In the Services step, select the type of access for this role. Then, click Next.

   • Tenant user – The role will be the tenant user for customer services. You can also define the role in Cloud Backup for Microsoft 365 and Insights after turning on the toggle.

     For Cloud Backup for Microsoft 365, you can select the Custom Security Group option to define delegated permissions for the role.

   • Service administrator – The role will be the administrator for customer services.

   • No access to customer services – The role cannot access customer services.

5. In the Customers step, choose the customer groups that can be managed by this role. To view the customers included in each customer group, click the number link to the right of the group. You can also select the checkbox to grant access to all customers to this role. Then, click Next.

6. In the Membership step, manage the users with this role.

   • Click Add user to add users to this role. In the Add panel, search users by email addresses, select the users you want to add, and click Save.

   • Select one or more users and click Delete to delete the user from this role. A pop-up window appears asking for your confirmation. Click Confirm to confirm your deletion.

7. Click Save to save your configurations or click Cancel to go back to the Roles page without saving any configurations.

#Customer Roles

Under the Customer tab, you can perform the following actions:

• Search – To search for a specific role, enter the keywords of the role name in the search box. Then, press Enter on the keyboard.

• View and edit details – Click a role name. The Role details page appears. On the Role details page, you can click the pencil button under each tab to edit the role details.

  Under the Scope tab, you can see how many tenants have sync disabled for this role. Click the displayed number to view the tenant list. If you want to resync the role for any tenant, remove that tenant from the list.

• Create – Click Create above the table, and then refer to the instructions below.

• Delete – Select one or more custom roles and click Delete. A pop-up window appears asking for your confirmation. Click Confirm to confirm your deletion.

  Once a customer role is deleted, the synced roles in related tenants will be removed at the same time. Make sure you have detached the tenant role if you want to keep the synced tenant-level role.

• Disable sync – Select a role and click Disable sync to disable the sync of a role to tenants. Once a role is disabled, the synced roles in related tenants will be removed at the same time. Make sure you have detached the tenant role if you want to keep the synced tenant-level role.

To create a role for customers, complete the following steps:

1. Switch to the Customer tab on the Roles page.

2. Click Create above the table. The Create role page appears.

3. In the Basic information step, enter a name and an optional description for the role.

   You can turn on/off the toggle to decide whether to sync this role to the tenants. When sync is enabled, a role with the same permissions will be created at the tenant level in the scope. Any future permission updates will also be automatically synchronized to the corresponding tenant-level role. Then, click Next.

4. In the Permissions step, select the permissions you want to assign to this role. You can Assign granular access restrictions to specific functionalities within the following modules/features. For streamlined configuration, use the filter controls located above the service list to refine and select appropriate permissions for assignment. Then, click Next.

   • Baseline management

   • Workspace management

   • User management

   • Functional roles

   • Risk management

   • Change management communication

   • Device management

   • Marketplace

   • Workflows

   • Tenant settings

   • Security

5. In the Scope step, specify the tenant scope this role will apply to. You can define the scope by tenant, customer, or customer group. This ensures that permissions are granted only to the intended audience.

   • By tenant

     • All tenants – The role will be assigned to all customer tenants.

     • Specific tenants – Click Add tenant. Select the desired tenants from the list and click Apply. Then, click Add to add the tenants.

   • By customer – The role will be assigned to the tenants of customers added. Click Add customer. Select the desired customers from the list and click Apply. Then, click Add to add the customers. You can click the number link in the Tenants column to view the tenant list of a customer.

   • By customer group – The role will be assigned to the tenants of customers in the customer groups. Click Add customer group. Select the desired customer groups from the list and click Apply. Then, click Add to add the customer groups. You can click the number link in the Customers column to view the customer list of a group.

6. Click Create to create the role or click Cancel to go back to the Roles page without saving any configurations. To edit basic information of this role, click Back.

#Manage Customer Groups

A customer group categorizes customers into different groups. Then, customers can be easily managed in bulk by roles. There are two types of customer groups:

• Static group – You need to manually add users to this group.

• Dynamic group – You can configure specific conditions and users that meet the conditions can be automatically added to this group after sync. If you want to try this feature, contact AvePoint Support to help enable the feature for you.

Users with the built-in Administrator role can create/edit/delete customer groups. To manage customer groups, go to the Settings page, and select Customer groups in the Account management area. The Customer groups page appears.

You can perform the following actions:

• Search – To search for a specific customer group, enter the keywords of the group name in the search box. Then, press Enter on the keyboard.

• View and edit customer group details – Click a group name. The Customer group details page appears displaying the group name, description, rules, and customer details in this group.

  • Click the Edit button to edit the group name, description, and rules. Refer to the instructions in Create Customer Groups for details.

  • Click the Refresh button to refresh the customer group details.

  • Click the Sync button to synchronize the customers to this group.

• Create customer group – Click Create customer group, and then refer to the instructions in Create Customer Groups.

• Sync customers – For dynamic customer groups using custom conditions, you can select the groups and click Sync to sync the customers that meet the configured conditions to this group.

• Delete customer group – Select one or more customer groups and click Delete. A pop-up window appears asking for your confirmation. Click Confirm to confirm your deletion.

#Create Customer Groups

To create a customer group, click Create customer group. The Create customer group window appears.

If you want to create a static group and add users manually, complete the following steps:

1. Enter a name and an optional description for the group.

2. Click Create to create the group. In the confirmation window, click Confirm. You will be directed to the Edit customer group page.

3. Click Add customer. In the Add customer panel, search and select the customers you want to add to this group, and click Add.

4. After adding customers, you can perform the following actions:

   • Enter the keywords of the customer’s email address in the search box. Then, press Enter on the keyboard to search for customers.

   • Select the customers and click Remove to remove the customers from this group.

If you want to create a dynamic group using custom conditions and add users automatically after this feature is enabled, complete the following steps:

1. Enter a name and an optional description for the group.

2. Select the Dynamically add customers using custom conditions checkbox.

3. Select the Tag, Data center, or Service filters, and configure the conditions to define the users that will be automatically added to this group.

   Click Add condition to add more conditions and select the relationships among them.

4. Click Create to create the group. In the confirmation window, click Confirm.