People and Roles
Keeping a comprehensive and up-to-date compendium of employees is vital to the successful tracking of things. Without a compendium of users, you wouldn't be able to associate your assets with people. These relationships are crucial to track the assets that users have, how assets are distributed, and more.
Additionally, many users will need to use Oomnitza for various functions, but not necessarily every function. When tracking things, you don't want every user to have access to every piece of data, and you may not want everyone to be able to edit everything.
Below we'll go over setting up roles to give users access to only what they need, and show how different modules in Oomnitza can be configured to support these roles.
People can be managed from the People tab in the top navigation bar in Oomnitza. After clicking it, you'll be taken to a familiar-looking block or list style display of the various people and users in your Oomnitza instance.
People in Oomnitza are set up like Assets, and much like Assets, often imported from a third party system such as Okta, OneLogin, GSuite, or from an Active Directory.
That said, people can be created manually. This is great if you ever need to create a user who's not in your AD, such as a third-party auditor or other external entity.
Just fill in the mandatory fields, and click "+ Add New" in order to create the new user.
It's important to note that Oomnitza uses username as the source of truth for who a user is. In Oomnitza, this field can't be edited, but if synced with a system where username is editable, changing the username in that system can cause de-syncs or duplicate records.
In Oomnitza, Role is a mandatory field, and an important piece of information to understand the people you're keeping track of.
Let's say you're using Oomnitza to track things at a Rennaissance Faire. Your assets might include Crowns, Swords, Goblets, and Ale. Your roles might include Kings, Queens, and Peasants.
With correctly set roles, you can quickly report on important metrics, such as "Do the King and Queen have Crowns?", "Do all peasants have goblets and ale?", and "How many peasants have swords?". Knowing these metrics can help avoid a peasant uprising.
Not only that, but you probably don't want peasants knowing when the King doesn't have a crown assigned. Luckily, Roles let you keep that knowledge limited to just those who need to know.
By default, Oomnitza includes two roles in each account: Super Administrator, and Employee. Super Administrators have access to view, add, edit, and delete everything that's customizable, while Employees have access only to Dashboards.
Removing access to Dashboards will remove all access that an Employee has to Oomnitza. They'll still be able to log in and see their own information, but nothing else.
It's important to customize roles to meet the needs of your organization. To Add or Edit Roles, click to the "People" Tab, then click Roles.
This will take you to the existing roles in your account. You can edit existing roles by clicking on them or add a new role by clicking "Add" in the upper right.
When editing a role, you'll be taken to a page with the name and description of the role, and a list of modules in Oomnitza.
Highlighted modules indicate that the Role has access to something within them.
Clicking on the individual module will give a list of sub-pages within the module. You'll be given the option to specify which subpages that the Role has access to.
Within each sub-page, you're given the ability options to give the role read, add, edit, or delete access, either alone or in varying configurations.
Within Assets, Contracts, Software, People, and Locations, you're also able to apply a default filter, in order to limit what a role can see beyond just the full modules.
Before setting up roles, it's important to plan out what levels of access various Oomnitza users will need. Roles don't have to mirror the positions of employees at your organization, those can be specified elsewhere, and often it makes sense that they don't. Adding too many roles can add unneeded complexity, and can make it easy to lose track of which users have access to what.
Going back to our Renaissance Faire example, the Super Administrator role is suitable for both the king and queen, while the Employee role might be most appropriate for the peasants. There's no need for each of the three to have a unique role.
Roles are assigned when Creating or Editing your users. To assign a new role you created, simply click on the user whose role you want to set, scroll to the 'Role" field, select the role you just created, and click Save. You can also bulk edit users' roles from the list view.
Setting up Users and Permissions can be a daunting task. Don't hesitate to reach out to either your implementation manager or to Oomnitza's support with any questions you have on this process. We're equipped to help parse through the unique requirements of your organization and ensure that you have the Roles and Permissions that you need.
If you're feeling comfortable with Oomnitza at this point, then let's take a look at the Mobile Application —>