Access Terminology

User: User is the person designated by an Organization to use the Z suite application for a specific role. Example: Contact Manager, Incident Manager, etc.,

Role: User Role is a specific role to which a user is assigned and authorized specific information the user is permitted to access, use, share and manage. A user role is assigned to users based on their job title or duties or other criteria. Roles are typically used to present customized versions, or views, of a form template to different types of users.

Access: Access is a method of providing or limiting access based on the roles of individual users within an organization.

Managing & Auditing Existing Users

A series of user login audit log acts as an audit trail because it shows a sequential record of all user logins into the system. By reviewing audit log, systems administrators can track user activity, and can investigate on any breaches and ensure compliance.

All the existing users are listed here. Clicking on a user takes you to the user information. Here you can edit and manage the user details.

 Auditing User Activity:

An user login audit log records information of who logged into the sytem with the timestamp.

In the user details if scroll to the bottom on the left side you can find user activity. In the timeline you can observe the User activity like User Sign In Information.

User Login Audit is the process of documenting user login activity within the system across the organization. Audit logs record the login details like user details, the time of login, and the impacted entity. A series of login audit logs is called an audit trail because it shows a sequential record of the user login activity on the system.

Editing user:

By clicking on “Actions” on the top right, you can find the edit option. If you want to Edit any user information you can click Edit.

All the information related to that user like General Information, Account Details, Roles, Contacts and Address can be Edited.

Deleting User:

By clicking on “Actions” on the top right, you can find the delete option. If you want to delete any user you can click delete. All the information related to that User can be deleted.

This is the place where you can access  all the users in the organization .Click on the” Users” Button Which is present in the left panel.

After clicking on Add User you will be directed to the below page. There you can add General Information and Account Details.

General Information

The details to be filled here are User name, Gender, Email, Phone number and Mobile number.`

Security Questions:

Account details: The details to be given here are Login ID, MFA and Security Question count. You can select a security question count from one to three.

Security Questions Count: 

Here you will have a drop box, by clicking on it you can select the count of the security questions you want. 

 Assigning Roles to the User:

Roles: For assigning Roles, click on the drop box so that you can see the roles present there, select from them. A single user can be assigned more than one role.

By clicking on Assign more roles we can add more Roles.

Address: After adding the roles you should add the address details.

By clicking on “Save” the details given by you will be saved.

 Existing Users: 

All the existing Users are listed here.

 Managing Existing Users: 

Clicking on a user’s name takes you to the page with all of the user information. Here you can manage all the details and activities of the user.

You can search for users in the search bar at the top right. Here I am looking for content. There are two users displayed as “Content Writer” and “Content Administrator”. 

For Example, you click on the Contact Manager it shows all the User details: This is View mode.

 Assigning more Roles: 

By clicking on the “Edit” button in the top right you can edit the User’s Information which is already given.

We can assign more Roles to the same User. Scroll down for Roles. We can now see the roles that are already allocated to that User.

By clicking on Assign More Roles you can Add Roles.

 Auditing User Activity:

In the timeline you can observe the User activity like User Sign In Information.

7.0.2 Editing user:

 By clicking on “Actions” which is on the top right, it drops a edit option for you. If you want to Edit Any user you can click Edit. All the information related to that User will be Edited.

7.0.3 Deleting User:

By clicking on “Actions” which is on the top right, it drops a delete option for you. If you want to delete any user you can click delete. All the information related to that User will be cleaned.

Impact of Deleting a User:  

After clicking on Delete all the data given by you about the User will be deleted.

Update Role of a User:

We can update the all user roles are shown in here

User Creation

User management is what enables every user to access and perform their role in the application. Through user management a user manager or Admin can assign users with credentials for specific access on their roles.

On clicking Users from the left menu, you can view the list of users with their name, respective role, creation date and creator name.

There are two types of Views: List view and thumb view. The default view is List view. If you want you can change it to Thumb View.

List View: Below is the List View of users.

Grid View: Below is the Thumb View of users .Click on the” Thumb View “button to have a Thumb View 

Add User:

To add a new user, click on the “Add Users” on the top right corner.

After clicking on Add User you will be directed to the below page to add General Information and Account Details of User.

General Information

The details to be filled here are User name, Gender, Email, and Contact number.

Security Questions:

Account details: The details to be given here are Login ID, Multi Factor Authentication Option and Security Question count. You can select a security question count from one to three.

Security Questions Count: 

Here you will have a drop box, by clicking on it you can select the count of the security questions you want. 

Who can access the features in Access?

There are various user roles in Z Suite like Contact Organizer, Contact Manager, Content Writer, Content Manager, Staff Schedule Manager, Mass Notification Dispatcher, Mass Notification Manager, Incident Responder, Incident Operator, Incident Manager, IT Incident Responder, IT Incident Operator, IT Incident Manager, Security Analyst, HR, User Manager, Admin, etc., Each one of these Role can access the respective features as assigned by the Organization’s Admin.

On clicking the “Roles”, the user can view the existing roles along with the number of assigned users for every role, respective role description, role creation date and creator name.

Contact Organizer: Contact Organizer is the one who is authorized to organize and manage the contacts for proper storage, quick access, editing and tracking.

Responsible for organizing data by creating filters  and groups 

Contact Manager: Contact Manager is the one who is authorized to add, edit and delete the contacts.

Responsible for managing all the contacts in the Organization.

Content Writer: Content Writer is the one who is authorized to create and edit the content for the Incident message templates

.Responsible for creating message templates.

Content Manager: Content Manager is the one who is authorized to create, edit and delete the content or message templates.

Responsible for creating and managing message templates.

Staff Schedule Manager: Staff Schedule Manager is the one who is authorized to Create, Edit and Delete organization or team wise Employee Shift Calendars and within Calendars add, edit and delete the respective Shift timings.

Mass Notification (MN) Dispatcher: Mass Notification Dispatcher is the one who is authorized to dispatch the emergency mass notification to the respective stakeholders on critical events.

Responsible for Creating, Editing and Launching the mass notification templates.

Mass Notification Manager: Mass Notification Manager is the one who is authorized to Create, Edit, Delete mass notification templates and Notify the respective stakeholders on critical events.

Mass Notification Manager is responsible for managing and Dispatching all notification templates.

Incident Responder : The incident responder is authorized to respond to any incidnet that can potentially disrupt operations. They follow the organization’s incident response plan (IRP), which is a set of written instructions that outline the organization’s response to various incidents.

Incident Operator: An Incident Operator is the one who is authorized to act and operate on incidents that can disrupt or deter the dependent operations or quality of service. They register incident based on an event and assign to the respective support group for resolution.

An Incident Operator can create, edit and launch Incident Templates, Notifications, manage Staff Schedule, chat with the concerned stakeholders and view Incident alerts, dashboards and related reports.

Incident Manager: Incident Manager is the one who is authorized to respond, coordinate and manage Incidents to minimize its impact on operations.

The Incident Manager acts as the primary point of contact for all major incidents to assess the impact to determine the criticality / priority, and the resources required to manage the incident. He / She communicate with the process owners to coordinate on appropriate response / recovery process and ensure that SLAs / RTOs are complied with and finally prepare and share the Incident Report to ensure appropriate preventive measures.

Incident Manager can create, edit or delete Incident Templates and manage respective portal settings on Broadcast, Events, Category, Copyrights. They can also chat with the concerned and can view list of Contacts, Groups, Assets, Staff Schedules, Dashboards, and related Reports.

 IT Incident Responder: IT Incident Responder is the one who is responsible to fix the underlying issue with the Incident . IT responders will receive notification either as SMS or EMAIL or Voice CALL or Push Notifications. Each IT Responder must be first created as a Contact in Zsuite, so that  Staff Scheduling and contact details for Incident related Notifications are available during Broadcast. In case, if the Organization is using Zapoj Workspaces , then contact will be generated as Workspace Member for Team Communications & Collaborations . 

IT responders can view incident status, integration flows, alerts, analytics and can add respective incident notes.

IT Incident Operator: An IT Incident Operator is the one who is authorized to act and operate on IT incidents that can affect the IT service quality, disrupting or deterring the dependent business operations. They register IT incidents to assign the same to the appropriate support group.

An IT Incident Operator can create and edit IT Process, Services, Staff Schedule, IT Incident Templates. Within the IT Services they can integrate the respective IT monitoring tool to send automated IT event alerts. They can also chat with the concerned and can view list of Contacts, Groups, Assets, Dashboards and related Reports.

IT Incident operators can launch Existing IT Incident Templates, Create New IT Incidents, and View Alerts, Integrations, and Analytics.

IT Incident Manager: An IT Incident Manager is the one who is authorized to identify, respond and manage events that can affect the IT service quality to minimize its impact on operations.

An IT Incident Manager can create, edit and delete IT Process, Services, Staff Schedule, Tasks, and Portal Settings. Within the IT Services they can integrate the respective IT monitoring tool to send automated IT event alerts. They can also chat with the concerned and can view list of Contacts, Groups, Assets, Dashboards and related Reports.

Security Analyst : Security Analyst can monitor VRI maps for threats and directly launch notification or incident from the VRI.

Alternatively, a Security Analyst can also create or edit message and incident templates and launch the same from Incident management. Security Analyst can Create, Edit and Launch threat or risk notifications and incidents to notify respective stakeholders, view respective dashboards and reports.

HR: HR role is important in communicating on any threats or incidents like Pandemic that can impact the overall employee health and safety leading mass absence or business disruptions. HR can Create, Edit the Contacts, Groups, Filters, HRMS Integrations, Staff Calendars, Message Templates and Notify on threats or incidents pertaining to employee safety and wellbeing.

User Manager: User Manager manages all the Users in the Organization and can create, edit and delete users and assign created users for specific roles.

Organisation Admin: Admin is the super user who creates, manages all the system settings and has full control over the created organizations and its respective entites like users, roles, contacts, templates, portal settings, etc.,

Access Overview

This chapter introduces the various user roles in the application and the level of access for each role to various Zsuite features. This lists the appropriate roles for each user and the administrator who authorizes the application for each role. Depending on their role, users can access respective features.