Creating, managing, and deleting users in Idencia OneSource

How to add new users, about the access levels, and how to disable/delete users from the system

Adding New Users

It is easy to add new users. Use the “How to add a new user” workflow in OneSource Gateway to learn how. Each new user will get an email with access to the new site with a secure password. They can change this password if they would like. We always recommend giving the lowest level of access that will allow the user to complete all necessary functions on Idencia OneSource.

1. Click on Setup in the menu of Idencia OneSource Gateway, then click on Users.
2. Select the "Add New User" button on the top right of the screen.
3. Fill out the fields in the pop-up form. We always recommend giving the lowest level of access that will allow the user to complete all necessary functions on Idencia OneSource.
4. When finished, click on "Invite".
5. The new user will receive and email to the email address you provided. The email will contain a temporary password for them to use to log in for the first time. We highly recommend the user changes the password to something they can remember moving forward and to maintain security of your account.

Differences between access levels

Idencia OneSource has several different levels of access for customers to choose from. You can update any user’s access level at any time in the Users menu of Idencia OneSource Gateway. They are named based on Idencia’s recommendation for access based on employee level.

• Admin: This gives the user full access to both Idencia OneSource Gateway and Idencia OneSource Connect and settings.
• Manager: Limited create, edit, and delete access on certain modules. Can only create users of equal or lesser access than them. Access to both Idencia OneSource Gateway and Idencia OneSource Connect.
• Plant Worker: Read only access to Idencia OneSource Gateway and full access to recording data on Idencia OneSource Connect.
• API User: An Admin user whose credentials can be used to set up communication between Idencia and other software programs in conjunction to our open APIs.

Removing users or access

If at any time you need to remove a user or need to change their access you can do so in the Users menu at any time.

Disabling users

You may want to keep a user's profile, but remove their ability to log in. You can do so by clicking on the edit button next to their profile and selecting "Disable". This will retain their profile but remove their access. You will now see a green check mark under the Disabled column next to the user's name.

Deleting users

As employees leave, you may want to delete a user's profile. Simply click on the red trash can button next to their profile. Confirm you want to delete the user and then you will be done. You will no longer see the user in the users tool.

If your users don’t have unique email addresses:

Through the practice of subaddressing, you can create an unlimited number of email addresses using a single email address. To learn more about subaddressing, please visit this link.

In Summary: Adding a “+” sign to an email address can create a unique email address for use in logging in as a particular user in Idencia OneSource.

How that would look:

• Your email address is yourname@company.com
• You would like to make an account for Billy Goat, your employee, but he doesn’t have an email address to use
• Add him as a user with an email address like yourname+billygoat@company.com
• Now, you will receive an email to your regular email inbox with a password for a user account that uses the email address yourname+billygoat@company.com
• Share with Billy Goat the password you received in the email, and the email address yourname+billygoat@company.com, he will then be able to log into Idencia OneSource using these credentials
• If he ever needed to reset his password, you would receive the email in your regular email inbox
• Billy Goat will be unable to access your email inbox and you will remain in control of your and Billy Goat’s accounts