Users & Roles

Contents

• Brand Hub users
• User registration
• Managing user accounts
• User permissions
• Guest user
• Standard user
• Privileged user
• Uploader
• Uploader/Publisher
• Administrator
• Users and assets
• Users and other site functions
• Account statuses
• Auto account disabling
• Login
• Forgotten password
• My Profile
• Changing password
• Logout
• SSO (Single sign on)
• SSO User registration

Brand Hub users

Brand Hub content is protected through registered permissions. Therefore, a user will need to log in or register before they are able to access your brand content. There is currently no limit to the number of users your organisation can have within the Brand Hub.

Brand Hub administrators are responsible for activating user accounts and assigning the correct permission level to users. The users’ permission level dictates what they can see and do within the Brand Hub.

User registration

Users can register for an account by clicking on the ‘Register’ button on the log in page. The user will be required to fill in the registration form.

The user must complete all required fields to register for an account.

The password must be a minimum of 8 characters long and must meet 3 of the following conditions:

• Include at least one lower case character
• Include at least one upper case character
• Include at least one number
• Include at least one special character

In order to continue the following conditions must be met:

• the email and confirm email fields must match
• the email must be a valid email address
• the password and confirm password fields must match
• the chosen password must meet the password conditions
• all mandatory fields must have at least 1 character

At this point, an e-mail and notification is automatically sent to all admins.

The user won’t be able to login until their account has been approved by a user admin. The user will receive an email once this has been done and they can then access their account

Managing user accounts

A checkbox appears in all user accounts called ‘User admin’. When checked, this allows the user to manage all Brand Hub accounts, and change their permissions throughout the Brand Hub. This can be granted to any user, regardless of their Brand Hub role.

User admins will be notified of new user registrations via email and via the notifications centre and can then grant access.

Alternatively, Brand Hub admins can access the user management section at any time.

User admins can currently search/filter for users by:

• Username
• First name
• Last name
• Company
• User's role

Within the user details page, the admin can:

• Update the user’s permission level within the Brand Hub using the drop down to choose from: Guest, Standard, Privileged, Uploader, Uploader publisher or Admin access. A single role must be chosen.
• Grant the user ‘User admin’ access to allow them to manage other user accounts. This is a checkbox and will be unchecked by default.
• Grant the user ‘Asset approver’ or ‘Adaptation approver’ if the Brand Hub has Annotator or Artwork automation activated (see relevant documents for more information).
• Disable the user’s account to stop them from accessing the Brand Hub, or re-enable a previously disabled account.
• Approve the user’s account by un-checking the ‘Unapproved’ checkbox.
• Add ‘Notes’ to the users’ profile. These notes will only be available to other admins. This is a free text entry box and will be blank by default.

User permissions

The Brand Hub has 6 levels of permissions that can be assigned to each user:

Guest user

This is the lowest level of access; users can view public guidelines and view public assets but are unable to download assets.

Standard user

Standard users can view public guidelines, can view and download public assets and can order ‘orderable’ public assets. Users can create and share baskets and share assets via email.

Privileged user

Privileged users have the same access as a standard user as well as being able to view and download protected assets and order ‘orderable’ protected assets.

Uploader

Uploader's have the same access as a privileged user as well as being able to upload assets to the Brand Hub. They are not able to change the protection level of assets, this has to be completed by a Brand Hub administrator.

Uploader/Publisher

Uploader/publishers have the same access as an uploader user, but in addition they are able to change the protection level of assets which they have uploaded, allowing them to make their assets public/available to other users without admin intervention.

Administrator

Administrators will have all the same permissions as an uploader/publisher user as well as access to add and amend all pages and menu items within the Brand Hub.

The tables below outlines the permissions each user role has. Please note that ‘user admin’ can be granted to any user in addition to their Brand Hub role.

Users and assets

Please note:

• An X denotes that the user cannot view assets of this kind at all.
• Uploader can additionally view, edit metadata (except security level) and download any level of asset but only if they were the user that uploaded it.
• Uploader publisher can additionally view, edit metadata (including security level) and download any level of asset but only if they were the user that uploaded it.

Users and other site functions

Please note:

• An empty cell denotes that the user cannot perform this action.
• * denotes that only if the user has the user admin app

Account statuses

User accounts can have one of the following statuses:

1. Unapproved
2. Approved
3. Disabled
4. Locked

All newly registered users are ‘Unapproved’, requiring admin approval before they are able to log into the Brand Hub.

Approved users are able to log into the Brand Hub and access content as per their permission level. The user will receive an email notification when their account is approved.

Disabled users are not able to log into the Brand Hub at all. User admins can manually ‘disable’ a user account, to prevent them from accessing the system. Their account must be marked as ‘approved’ by a user admin in order to re-gain access to the Brand Hub. Disabled users will not receive system emails.

If a user enters their password incorrectly 5 times, their account will become ‘Locked’. In order to log back into the Brand Hub, they will need to reset their password, using the ‘Forgotten password’ button on the login page.

Auto account disabling

All users who have not logged into the Brand Hub for a set number of days will be automatically disabled, not requiring admin intervention. The default is after 180 days. Admins can re-enable disabled accounts in the usual way.

Login

When a user’s account is approved, they will receive an email with a link to the login page.

The user can log in with their email address and the password specified upon registration.

The user must accept the Terms and Conditions before they can log in.

Should the user enters incorrect credentials, or if their account is unapproved, disabled or locked they will be prompted to contact your designated support contact information - for example 'support@adgistics.com'

Forgotten password

The user will need their password in order to log in. If they forget this, they can easily reset it from the login screen.

Also, if a user enters the wrong password 5 times, their account will be locked, and they’ll need to reset their password.

After clicking ‘forgotten password’ from the login page, the user will need to provide their email address.

Clicking ‘password reset’ will send the user a new system generated password via email. The user can then log on and change the password to a more memorable one from within the ‘My profile’ section.

My Profile

A user can access their profile at any time to view the information stored about them within the system. All users have access to ‘My Profile’.

On the My Profile page, the user will be able to view all of the information stored against their profile. They cannot edit their e-mail address, but can edit the other fields such as; first name, last name etc.

Changing password

Users can also change their password from the ‘My profile’ page. The user must click on ‘Change your password’ and enter their current password and the new password before saving the changes. Please note that the 'Change your password' option will only be available to non-SSO users.

The password must be a minimum of 8 characters long and must meet 3 of the following conditions:

• Include at least one lower case character
• Include at least one upper case character
• Include at least one number
• Include at least one special character

The new password may not be the same as any of the user’s 8 previous passwords.

Logout

A user can logout of the system at any time by clicking on the profile icon at the top of menu bar and selecting ‘Logout’.

SSO (Single sign on)

In addition to the standard login and user creation functionality Adgistics offers SSO (single sign on) integration.

Adgistics uses SAML as the technology behind the SSO integration, and can integrate with a client’s user authentication system to present a seamless login experience for internal users.

SSO User registration

When a user clicks ‘Employee login’ on the login page they will be directed to the client’s user portal and required to sign in. Upon successful sign in, they will be redirected back to the Brand Hub automatically.

The very first time (and only the first time) that an SSO user visits the Brand Hub and clicks on 'Employee Login', after logging in with their SSO account (if applicable) they will see a one-time registration form on the Brand Hub.

This will be prepopulated with details from their SSO user profile. Once the form is completed their account will automatically be created and they'll be logged in. The next time they click on 'Employee Login' they will be automatically logged in.

SSO users are automatically granted ‘Standard’ access to the main site in the Brand Hub. Administrators can upgrade the user’s SSO account via the User Management section.