Introduction

This document details the registration process for user access via Portal.

Sign Up

Follow these steps to complete registration.

  1. Check your registered email. Click Set up Account button in the Email to set up your account. Alternatively, copy/paste the link into your browser.

    The User Invite email looks something like this.
    Note: The invitation is valid for 10 days.

    User Invite Email

  2. Provide the following information on the Complete Sign Up page:

    • User Name: Enter a unique user name.

    • First Name: Enter your first name.

    • Last Name: Enter your last name.

    • Choose Password: Enter a password. Password requirements: Minimum 7 characters with at least one number(0-9), one special character (#,!,$,*), one lowercase(a-z), and one uppercase(A-Z) character. Time Zone*: Select the time zone from the drop-down list.

    • Confirm Password: Re-enter the password.

    • Time Zone: Select the time zone from the drop-down list.

    • Select the checkbox to accept the terms and conditions.

    • Activate Two Factor Authentication: This option appears if the client has Two-Factor enabled.
      See Two-Factor Authentication for more details.

  3. Click the LET’S GO button. A verification code is sent to your registered email address.

    User Invite OTP Email

  4. Enter the verification code and click DONE.

    You should see the message, “Your Account is Created Successfully” which completes the registration process. The Key, Secret and BaseURL details are also displayed.

    The status of the user account is set to Active.

  5. The User Created Notification Email is sent to the registered Email address along with the username.

  6. Click the Let’s Go button in the Email.
    Alternatively, copy/paste the link into your browser.

Login Page
  1. Enter the User Name and Password on the Log in page and click LOG IN.
    If you have forgotten your password, click Forgot Password. Follow the instructions to reset your password.

As soon as you login, you will see the Welcome page. The Welcome page appears only for new users.

Welcome page

The Welcome page provides information on OpsRamp, including product documentation and blogs. You can click links on the page for more information on a topic or a module.

  • Select the checkbox on the right corner of the page, if you do not want to see the Welcome page again.

  • If you want to change the default home page, you can do it from My Profile page.

Existing users can access the Welcome page in the following ways:

  • Hover over your avatar on the navigation bar and click Welcome page.
  • Click OpsRamp logo on the navigation bar.

Follow these steps to navigate to USERS listing page:

  1. Click Setup > Account.
  2. Click Users and Permissions tile.
  3. Select Users tile. The USERS listing page appears.

    User active list

Actions on a user

You can perform the following actions after creating a user:

ActionProcedure/Description
SearchTo search for a user, click the search icon on the Users listing page. Type the user name in the search box. The search result appears.
View and EditTo view user details, search for the user and click the user name.
To edit user information:
  1. Search for the user.
  2. Click the user name.
    3. Alternatively, click the action icon that appears when you hover over the user name, and click View.
  3. Update fields like Primary Email, Country, Time Zone, Mobile, Alternate Email, User Access.
  4. WORK HOURS: Use the Work Hours setting to define the working days and time range for the schedule.
    • Day: Select the days of the week for which the work hours apply. Multiple days can be selected as required.
    • From: Specify the start time of the work hours.
    • To: Specify the end time of the work hours.
  5. ASSIGNED ROLES AND USER GROUPS: Add or delete roles and assign user groups.
  6. NOTIFICATION PREFERENCES: Select notification preferences for Account, Alert, Report, or Login Activity.
  7. OPTIONS: Home Page -- Select a preferred home page from the drop-down list.
  8. Two-Factor Authentication (2FA): The 2FA option appears at the upper-right corner of edit user page.
    9. Note: This option is available only if it is enabled at the organizational level. One of these options is available: TOTP, YubiKey, or Duo Security MFA.
    Follow these steps to enable 2FA:
    The 2FA is disabled by default.
    1. Click the 2FA button to enable it.
    2. Click ACTIVATE.
    3. From ACTIVATE TWO FACTOR AUTHENTICATION window, select an option and follow the steps to complete the activation process.
    For more information, see Two-Factor Authentication and Duo Security.
    Note: For security reasons, you will be logged out after activation.
  9. Click SAVE.
    The Two-factor authentication popup window appears whenever you make changes in any of the fields (including disabling or changing 2FA) in the User details window, as a verification step. After you have validated, the user details are saved.
    Note: This verification step is triggered only if two-factor authentication is enabled for the user.
    • Logged-in user cannot update roles and user groups.
    • Users_Manage permission is needed for Service Provider (SP)/Managed Service Provider (MSP) and Client users to update user details.
View Roles
  1. Search for the user.
  2. Click the action (...) icon that appears when you hover over the user name, and click View Roles.
    3. A window appears with User defined roles, User Group defined roles, and Converged permissions sections.
Reset PasswordAn Administrator user can update the password of any user. To reset the password of a user, perform the following steps:
  1. Search for the user.
  2. Click the action icon that appears when you hover over the user name, and click Reset Password.
    3. A reset password link is sent to the registered Email Id.
    Note: The link will expire after 24 hours.
  3. The user will click the Reset Password button in the Email or copy/paste the link into the browser.
    The Reset Password page appears.
  4. Enter a strong password in the fields and click Update.
Generate API TokenTo generate API token:
  1. Search for the user.
  2. Click the action icon that appears when you hover over the user name and click Generate API Token.
  3. The Generate API Token popup window appears with Key, Secret, and API URL details. Use the copy icon to copy the information.
  4. If you want to revoke API authentication, click Revoke. The user access is revoked.
View LogsTo view logs:
  1. Search for the user.
  2. Click the action icon that appears when you hover over the user name and click View Logs.
The View Logs window displays the log information.
The logs are displayed with Request URL, Event Name, Processed Time, Status, Status Message, Entity Id, Request Payload, Response Payload details.
Use the Filter dropdown to filter the logs by Created Time, Status, and/or Entity Id.
FilterFollow these steps to filter users by Status and User Access Type.:
  1. Click the Filters dropdown.
  2. Select Status and User Access Type.
    Statuses include: Active, Invited, Expired, Deactivated, Locked, Terminated.
    Default status is Active.
    User Access Type include: Portal, API, Notification.
    Default Access Type is Portal.
  3. Click FILTER.
The result is displayed.
DeactivateDeactivating a user means stopping all operations. Any references related to the user will be removed. The account can be activated later.
Also, users are deactivated if they do not provide consent to the agreement in 90 days of their account creation. Before deactivating the account of such users, an email notification is sent after 80 days.
To deactivate a user:
  1. Search for the user.
  2. Click the action icon that appears when you hover over the user name and click Deactivate.
  3. From the confirmation pop-up, enter the user name and provide a reason for deactivating the selected user.
  4. Click Deactivate. The selected user is deactivated and added to the Deactivated users list.
To get the list of deactivated users, click the Filter dropdown and select status as Deactivated. To activate the user, click the action icon and click Activate. The user is added to the Active users list.
Note:
  • A user can remain in the Deactivated state indefinitely, as determined by the Administrator.
  • A user can be moved to the Deactivated state only through an explicit action by an administrator in the portal or by SSO configuration changes made by the customer.
RemoveYou must be an administrator to terminate or remove a user.
Terminating a user account means removing the user account permanently wherein the user account and related data would not be available on the system and the user cannot use the account. The account cannot be activated later.
To remove a user:
  1. Search for the user.
  2. Click the action icon that appears when you hover over the user name and click Remove.
  3. From the Confirm removing user popup box, enter the exact name of the user and select any of the masking patterns option to mask the personal information:
    • Fully Masked – Partially masks First Name and Last Name and completely masks other personal information.
    • Partially Masked – Partially masks all personal information.
  4. Enter the reason for removal of the selected user.
  5. Select the checkbox to confirm.
  6. Click Remove. The user is removed successfully.

All terminated user Personal Identifiable Information (PII), including first name, last name, email, and phone number, is removed from the database and cannot be restored later.

To view the terminated user details:
  1. From the Users page, click the Filter dropdown and select status as Terminated. Click Filter. All the terminated users are displayed.
The Users page displays the terminated user PII in a completely masked or partially masked format and displays the user name as a random unique ID. You can trace back the details of a terminated user using the audit reports. From the generated audit reports, check the Object Name column to map the unique ID and the terminated username.
ResendOnce the invite link expires, the user information appears in the Expired list.
The user can be re-invited.
To reinvite:
  1. Click the Filter dropdown and select status as Expired.
  2. Click Filter. All the expired invitations are displayed.
  3. Search for the record.
  4. Click the action icon that appears when you hover over the user name and click Resend. The invite is resent to the user.
InvitedAll the users who are invited appear in the Invited list.
To view the list of invited users:
  1. Click the Filter dropdown and select status as Invited.
  2. Click Filter. The invited users list appears.
    3. You can resend the invitation, if required.
Unlock
  1. An Administrator can set the allowed number of invalid login attempts. Once a user exceeds this number of failed login attempts, their account will be locked.
  2. The Administrator can explicitly lock a user.
Contact your Administrator to get the account unlocked.
To unlock a locked user:
  1. Click the Filter dropdown and select status as Locked.
  2. Click Filter. A list of all locked users is displayed. A lock icon indicates that the user is locked.
  3. Click the action icon and click Unlock. The user is unlocked successfully and moved to the active state.
ExportThe Export functionality allows you to export user details as a report.
Prerequisite: You should have Manage Report and View Integrations permissions to export.
To export user details:
  1. Click the Export icon available next to search option in the USERS listing page.
    • The EXPORT USER DETAILS REPORT popup appears, if the Application is not already installed.
      Follow the below steps to install the App:
      1. Click INSTALL APP. The REPORTING APPS OVERVIEW page appears with the available applications.
      2. Click ADD. The User Details app is installed and a confirmation message appears.
        3. Export the user details.
      3. Click the Export icon in the USERS listing page. The USER DETAILS reporting app page appears.
        4. The report generation process is initiated. The progress depends on the data and the configuration parameters.
    • If the User Details application is already installed, you will be redirected to the USER DETAILS reporting app page.
      The report generation process is initiated. The progress depends on the data and the configuration parameters.
For more information on the Reporting App, see User Details.

Promote Notification User to Portal/API User

A user may require additional access or functionality beyond receiving notifications. In such cases, the notification user is promoted to a Portal or API User, depending on their specific needs. This allows them to either interact directly with the platform through the portal or integrate with the system via an API for more advanced operations.

Follow these steps to upgrade a notification user to Portal/API User:

  1. Navigate to Setup → Account. The Account Details page appears.

  2. Click the Users and Permissions tile. The PERMISSION SETS page appears.

  3. Click the Users card.

  4. From the USERS listing page, click the Filters dropdown.

  5. Enter the following information in the FILTERS popup window:

    1. Select Status as Active. Statuses include: Active, Invited, Expired, Deactivated, Locked, Terminated.
      Default status is Active.
    2. Select User Access Type as Notification.
      User Access Types include: Portal, API, Notification. Default Access Type is Portal.
    3. Click FILTER. A list of notification users is displayed.

      notification user listing page

  6. Search for the user you want to upgrade.

  7. Click the username to open the user details page.

    notification user details page

  8. In the User Access field, select Portal. A confirmation message appears, Once user is upgraded from Notification to Portal, it cannot be reverted to previous status.

  9. Click CONFIRM.

    • You can select Portal or API, or both.

  10. Click SAVE. The user is upgraded to Portal user.

A Password link is sent to the Email ID of the user. The user must reset their password within 24 hours before the link expires.

Lookup Two-Factor Key

The administrator can use the following steps to find the owner of a lost two-factor key.

  1. Navigate to Setup > Account. The Account Details page appears.

  2. Click the Users and Permissions tile on the Account Details page. The Permission Sets page appears.

  3. Click the Users tile.

  4. From the Users listing page, click the three dots icon present beside the Filter option.

  5. Click Lookup Two-Factor Key. The Lookup for two-factor key dialog box appears.

  6. Click on the Verify Two-Factor Key field.

  7. Insert the YubiKey in the USB port and touch the YubiKey button to generate a 44-character, one-time password. The field will be auto-populated with the password.

  8. Click Lookup User. The search result is displayed with the following details: Username, First Name, Last Name, Email, Roles, User Groups, and Two-Factor.

    • Click the username for more details.
    • Click View All Users to view Users list.

View and Edit Self-user settings

Self-user or current user: Currently logged-in SP, partner, or client user.

You can set your preferred landing page. After successful login to OpsRamp, you will view the following options and can set as default.

  • Home page

To view and edit your settings:

  1. Click the Partner/Client dropdown and search for the tenant you have logged in as, in the search box.
    Example: If you have logged in as a partner, click the Partner/Client dropdown and search for the partner and select it.
  2. Click Setup > Account.
  3. Click Users and Permissions tile.
  4. Select Users tile. The USERS listing page appears.
  5. Search with your username and click on it. The User details page appears.
  6. Scroll down to the OPTIONS section.

    Options section
  7. Enter the following information:

    OPTIONS
    Field NameField TypeDescription
    Home pageDropdownYou can set a preferred landing page based on your user profile settings. Select an option from the dropdown.



You can view the number of users on the Users and Permissions tile on the Account Details page.