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User Profiles

What are the User Profiles?​

User profiles can be created within the system to assign predefined permissions to accounts at any point.

Instead of setting each permission individually, an admin can assign a profile or template to an account.

Profiles streamline the onboarding process and minimize the risk of errors in permissions. The system tracks and prevents duplicate profiles from being created.

If permissions are added to a profile, those changes are automatically inherited by users assigned to that profile.

For example, suppose an admin manages a large group of users, and most of the users fall into two user personas:

  • The first user persona has Basic Vault Interaction permissions and Project Management permissions.
  • The second user persona has Basic Vault Interaction permissions and Basic Group Interaction permissions.

Instead of manually assigning specific roles and permissions to each user, admins can use user profiles to establish predefined sets of permissions for each persona.

Creating user profiles eliminates the manual effort of updating multiple profiles to match specific criteria.

How to Promote Multiple Users to a Sub-admin Role?​

Before promoting a large number of users to a custom sub-admin profile, you must first Create a User Profile and then Apply the User Profile.

Next, follow the instructions in Change Role (Promote or Demote) of a User in Management.

How do I Build a User Profile Project Infrastructure?​

Some projects are more sensitive than others and require consistent supervision.
Once you set up a project with a security level and security requirements, you can build user access at scale using a combination of user profiles and security requirements.

  1. Follow the instructions to Create a User Profile.
  2. Next, Apply the User Profile to the user category.
  3. Then apply the user profile at scale.
  4. Go to the Management icon in the top left taskbar.
  5. Navigate to the Users section.
  6. Search and bulk select users by Team column.
  7. Once selected, click the Open Full Menu button in the top right panel.
  8. Select Apply profile.
  9. In the pop-up, select the user profile.
  10. Click Apply.
  11. Navigate back to the Users section.
  12. Search and bulk select users by Profile column.
  13. Once selected, click the Open Full Menu button in the top right panel.
  14. Select Add to project(s).
  15. In the pop-up, enter the project name to join and tick the project.
  16. Add an expiration date, role in the project, and the previously created restrictions.
  17. Once done, click Save.
  18. Repeat the same process for each user category.

Each project member will have a user profile corresponding to the security requirements associated with the project.

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  • You can test the user profile on your own account. However, ensure you carefully simulate project member actions to avoid locking yourself out of the system due to conflicting permission settings.
  • If you lock yourself out of the system while testing your profile, contact your admin immediately to restore your permissions.
tip

For compliance purposes, inform all project members about the project rules using one of the following methods.

  • By adding the rules in the project description.
  • By making an announcement to all project members.
  • In a private message per member.

What is the Relationship Between User Profiles and Team Memberships?​

User profiles function at a profile level, whereas team memberships operate at a team level.

You can make teams with the same user profile, allowing easy user management.

Team memberships manage quotas and resources for specific users who share the same permissions in the system.

note

User profiles are assigned individually to users, not to teams.

To build a team with identical user profiles, consider the Separation of Duties principle.

For example, you may have a system where team A is responsible for VM Management, team B is taking care of the Project Management, and team C only manages the Inboxes. Each member of teams A, B, and C has a distinct user profile with predefined permissions, allowing them to perform specific actions in their respective areas.

What is the Difference between True vs. False Session Downgrade in User Profiles?​

Session Downgrade controls which user profiles are displayed on the login page when you want to temporarily downgrade from your current profile.

Suppose you are a Super-admin with full system permissions and are asked to downgrade your session.
You want to avoid manually adjusting your permissions.
As a result, you may have five user profiles, but only two of them are marked as able to downgrade ("true"), which will be displayed on your login page.

If all session downgrade user profiles are set to "false," you cannot downgrade any user profiles in the system.

This option is intended for specific workflows to allow admins to view the system through the "eyes" of a user.

You should not use this feature unless you really need it or your compliance requirements mandate it.

note

View the session downgrade status of each user in the Management section, User Profiles, under the Session Downgrade column.