Manage Admin User Accounts

Creating anand Adminmanaging Account

administrator

accounts in OPS-COM is essential for granting system access to staff, defining their responsibilities through roles, and maintaining secure and accurate user records. This article guides OPS-COM administrators through the process of creating new admin accounts, editing existing ones, resetting passwords, and disabling accounts as needed.

Using this Feature

1. Hover over System ConfigConfig,  and click Admin Management, Edit Admin Users.Users
   .

   The Manage Administrator Users screen displays.displays, Selectproviding options for both new user creation and existing user modification.

Creating a New Admin Account

1. On the Manage Administrator Users screen, select Insert New User from the drop-down menu,menu.
then click
2. Click Retrieve.


3. The screen will display a form divided into two sections:
   • On the left, you will enter the user information,information for the new administrator (e.g., username, first name, last name, email, and oninitial password).
   • On the right, in the Active Roles form, you will select the admin role(s) this person will be responsiblegranted. for.
     
     
     For

     

     Enter the admin'smore information into the Creating New User form

     In the Active Roles form select the role(s) the Admin User will be granted. 
     We suggest you view the video demo to fully understand how theabout Roles and Permissions inrefer OPS-COMto function.this

     wiki

     Clickarticle.

4. Once all information is entered and roles are selected, click Insert New User when complete to add the admin useraccount to the system.

Editing an Existing Admin Account

To

manage Administrator Users, select
1. On the System Config menu, then click on Edit Admin Users.

   

   The Manage Administrator Users page will display. To change a user,page, select the user you wish to modify from the drop-down menumenu.

and click
2. Click Retrieve.
3. You can now change any of the available options for that selected user.user,
   including

   

   their

   Youpersonal information, roles, and account status.

4. Click Update User when you are finished making your changes.

Viewing Login Activity

• For any selected user, you can also click on the Login Activity button to seeview a log of when the adminadministrator last logged into the OPS-COM system or a handheld device.

Resetting an Admin's Password

To

reset an admin's password go to
1. Locate the specific user'administrator's accountaccount. and
2. In the Password field, enter a temporary password into the Password field.password. The password is hidden (displayed as asterisks "**********"), but you can simply type over the existing symbolssymbols.
"**********".
3. Inform the admin of thethis temporary password.
4. When theythe loginadmin withlogs in using the temporary passwordpassword, they will be prompted to update their password and they will have the opportunity to make ita more secure.
   secure,

   

   personal

   one.

Disabling an Admin Account

When do we use this?

Admin users cannot be permanently deleted asfrom theythe havesystem because their accounts are often linked to historical data attached(e.g., toticket theirissuance, accounts.system changes). If an admin user changes roles or leaves the organizationorganization, the best practice is to disable their account.
NOTE:

Important Reporting Note - It is very important to leave the admin usersuser's permissions in place even when disabling their account, as thethese permissions will still affect reporting.historical Obviously,reporting once(e.g., showing which permissions were active at the time certain actions were performed). Once the account is disableddisabled, any existing permissions existingobviously cannot be actioned andby willthat onlyuser, bebut usedthey remain associated for reporting purposes.

Click

on
1. From the System Config menumenu, and chooseclick Edit Admin Users.



2. Click on the field labeled Insert New User (which is typically the dropdown list) to see a drop-down list of active users.



Click on

3. Select the useruser's beingaccount removedyou wish to disable from the drop drop-down list,list in(e.g., this"jim_daniels").
example
4. The jim_danielsuser's profile will bedisplay. used.

   The user is in an active state at this point. UncheckLocate the boxcheckbox titled Activate this account and allow system login.login

   .
5. Uncheck this box to disable the account.
6. Click Update User to apply the change.

After

Notice how, when you go back to the list of Admin Users,disabling, the account iswill now be listed under the Disabled Accounts listing.listing on the Manage Administrator Users page.

Note: This action can be reversed at any time by editing the user account and re-checking the Activate this account and allow system login.login checkbox.

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Best Practices & Considerations

• Secure Initial Passwords: When creating new accounts or resetting passwords, use strong, temporary passwords and instruct users to change them immediately upon first login.
• Role-Based Access: Always assign appropriate roles to admin users. Avoid giving Primary Administrator access unless absolutely necessary. Granular roles ensure users only have access to the functions they need.
• Prompt Disabling: Disable accounts promptly when an employee's role changes or they leave the organization. This is a critical security measure.
• Audit Login Activity: Regularly review the Login Activity for admin accounts to monitor for unusual patterns or unauthorized access attempts.
• Clear Documentation: Maintain internal records of your admin accounts, their assigned roles, and any specific notes, especially for disabled accounts.

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