1. Introduction
Welcome to the User Management Guide for redOrange.ai. This document provides instructions and best practices for managing users within the product to ensure secure and efficient access control. Whether you are an administrator or a Compliance Manager, this guide will help you add, update, and maintain user accounts and permissions.
2. User Roles and Permissions
redOrange.ai supports multiple user roles to help you control access based on responsibilities. The following roles are available:
Role | Permissions |
Admin | Can Manage Users, Can Manage Controls, Can Manage Policies, Can Manage User Review Access, Can Access Tasks, Can Manage Assessments, Can Manage Frameworks, Can Manage Integrations |
Auditor | Can Access Tasks |
Team Member | Can Manage Controls |
Compliance Analyst | Can Manage Controls, Can Manage Policies, Can Manage User Review Access, Can Access Tasks, Can Manage Assessments, Can Manage Frameworks, Can Manage Integrations |
Owner | Can Manage Users, Can Manage Controls, Can Manage Policies, Can Manage User Review Access, Can Access Tasks, Can Manage Assessments, Can Manage Frameworks, Can Manage Integrations |
CXO | Can Manage Users, Can Manage Controls, Can Manage Policies, Can Manage User Review Access, Can Access Tasks, Can Manage Assessments, Can Manage Frameworks |
Compliance Manager | Can Manage Controls, Can Manage Policies, Can Manage User Review Access, Can Access Tasks, Can Manage Frameworks, Can Manage Integrations, Can Manage Assessments |
HR Manager | Can Access Tasks, Can Manage Policies |
IT Manager | Can Manage Policies, Can Manage User Review Access, Can Access Tasks, Can Manage Integrations |
Legal | Can Access Tasks |
Note:
Apart from these predefined roles, you can create custom roles and assign specific permissions to meet your organization's needs.
Important: Roles define what users can see and do. Assign roles carefully to maintain security.
3. Creating and Adding Users
Step 1: Access User Management
Log in as an Administrator or Equivalent Role with 'Can Manage Users' permission.
Navigate to Settings > Access Management > Manage User
Step 2: Add New User
Click Add User.
Enter the user's full name and email address.
Select an appropriate Role from the dropdown.
Click Add User.
Step 3: User Invitation
The new user will receive an email invitation to set up their password and log in.
Note: The email invitation setup link expires after one week (7 days) Please make sure to login in that time frame or you can ask admin to resend the invitation or reset the password accordingly.
4. Managing Users
Editing User Details
In Access Management > Manage User, locate the user in the list.
Click Edit next to the user’s name.
Update details such as name and role.
Save changes.
Note: Logged in User cannot update or edit his own role.
Deactivating or Removing Users
To temporarily suspend access, Click on the User, then select Deactivate from the side Quick Actions bar.
To permanently remove a user, Click on the User, then select Delete User
Warning: Deletion is permanent and cannot be undone.
Reactivating Users
Deactivated users can be reactivated by clicking on the User, select Activate from the side Quick Actions bar.
5. Authentication and Access
Login Process
Users log in with their registered email and password.
Password Management
Users can reset passwords via the Forgot Password link on the login page.
Administrators can also reset passwords from the user profile page.
Multi-Factor Authentication (MFA)
MFA can be enabled at Organisational level by an Admin for added security under Settings > Security > MFA
To enable MFA at user level, navigate under User Profile on Top Right User Profile Settings > MFA > Setup Two-Factor-Authentication
Users will be prompted to set up MFA during next login.
Note: Detailed Step by Step MFA Setup at RedOrange Application can be found here
Single Sign-On (SSO) Integration
redOrange.ai supports SSO via SAML 2.0.
Administrators can configure SSO in Settings > Security > Identity Providers.
For detailed setup, see the SSO Configuration Guide for Google Workspace and SSO Configuration Guide for Azure AD
6. Troubleshooting Common Issues
Issue | Solution |
User cannot log in | Verify email, reset password, check activation status |
Forgot password | Use the Forgot Password link to reset |
User locked out | Contact administrator to reactivate account |
Invitation email not received | Check spam folder or resend invitation |
7. Security Best Practices
Conduct regular audits of user access and permissions.
Remove inactive users promptly.
Enforce strong password policies and MFA.
8. FAQs
Q: Can I activate the deactivated user?
A: Yes, you can reactivate a user at any time via Access Management > [User Name] > Quick Actions.
Q: Can I change a user’s role later?
A: Yes, roles can be updated anytime via the user’s profile.
Q: How do I reset a user’s password?
A: Administrators can reset passwords under Access Management > [User Name] > Quick Actions.
9. Contact Support
For further assistance, please contact our support team at:
Email: support@redorange.ai