How to use the User Access and Entitlement Report

Overview

The User Access and Entitlement Report is an instance-wide Ondexx report that shows which Sites each user has access to, and if they are able to make changes to that Site’s content.

This report is automatically generated as a .CSV file on a weekly schedule, on a specified day and time. It can also be manually generated at any time.

Using the Report

The User Access and Entitlement Report can be accessed by Super Administrators and User Administrators under Configuration > User Management Console in the appropriately named tab.

At the top of the page, there are options to set the report’s Frequency by setting the Day of the week and Time the report will be generated. This is also where Optional Secure File Transfer settings can be enabled and configured. The Save button will save any changes made to all of these settings.

Below the report settings, the Report History can be found. Links to download each generated version of the report can be found here. Should an up-to-date version be needed, the Run Report button can be used to immediately generate an ad-hoc version of the report.

The Reports itself is a Comma Separated Values file (.csv) that can be opened in any spreadsheet software.

Optional Secure File Transfer Settings

The User Access and Entitlement report can optionally be configured to perform a Secure File Transfer at the weekly scheduled day and time the report is run.

To enable the transfer, set the SFTP field to Enabled, and fill out the following fields:

• Host Name
• Server Path
• Filename
• Host Key
• Username
• Password

Once the changes have been completed, click the Save button.

Report Field Details

The User Access and Entitlement Report shows information about each active user, for each Site they have access to. As a result, users with access to multiple Sites will have multiple rows referring to them, reporting on their access to each Site.

The report uses the following fields:

• Username
  • For auto-provisioned SSO users, this field will be the same as their Email Address.
• First Name
• Last Name
• Full Name
• Email Address
• Employee ID
• Last Login Date
• Login by Forms
  • If the user’s account has the ability to log in with username and password (“True” or “False”)
• Login by SSO
  • If the user’s account has the ability to log in with Single Sign-On (“True” or “False”)
• Manual Name
  • The name of the Site the user can access, and which is referenced by the row’s access and entitlement fields.
• ManualID
  • The internal ID of the Site the user can access, which is referenced by the row’s access and entitlement fields.
• Role
  • The Role the user has been given in the Site referenced by this row.
• Groups
  • The Group(s) the user has been given in the Site referenced by this row.
• Entitlement by Individual Rights
  • What, if any, access has been granted by Rights assigned to this user directly.
  • Can be “NONE,” “READ,” or “READ and WRITE”
• Entitlement by Role Rights
  • What, if any, access has been granted by Rights assigned to this user’s Role.
  • Can be “NONE,” “READ,” or “READ and WRITE”
• Entitlement by Group(s) Membership Rights
  • What, if any, access has been granted by Rights assigned to this user’s Group(s).
  • Can be “NONE,” “READ,” or “READ and WRITE”
• Net Entitlement
  • The total entitlement granted to this user, combining the three previous fields.
  • Can be “READ,” or “READ and WRITE”
• Global Can Create Sites
  • If the user’s account has the ability to create Sites in the instance (“True” or “False”)
• Global User Admin
  • If the user’s account has the instance-wide User Admin right (“True” or “False”)
• Global Communications Admin
  • If the user’s account has the instance-wide Communications Admin right (“True” or “False”)
• Global Super Admin
  • If the user’s account has the instance-wide Super Admin right (“True” or “False”)