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Atlas User Management

Updated

Overview

Only Atlas users with a Customer Admin role can manage user permissions.

Navigate to the User Management page under the Atlas section in the left-hand navigation menu.

Atlas users are always given a Role and Access Group. The Role determines what a user can do across all data in Atlas. The Access Group then determines which specific entities a user can see and act on within those permissions.

Access Groups allow admins to define which entities a user can access, either by name or by tag. Rather than managing access user by user, Access Groups make it easy to onboard new team members, manage departures, and ensure the right users have access to the right entity data. Setting up Access Groups from the start is strongly recommended for more efficient user management.

User permissions summary

Role

Permissions

Customer Admin

✅ Can create, view, edit, and delete any account data (All Entities, Stakeholders, Sensitive Data, and User Management & Account Settings)

*default access to all data and will not be assigned to an Access Group

Edit

✅ Can view, create, and edit Entities in Access Group, Stakeholders, and Sensitive Data

View Only

✅ Can view Entities in Access Group, Stakeholders, and Sensitive Data

Restricted View Only

✅ Can view limited data (non-sensitive) for Entities in Access Group 

  • Sensitive Documents: Document names are visible, but downloads are disabled.
  • Bank Information: Account names are visible, but account numbers are masked (e.g., ***)
  • Structure Chart:
    • Displays entities linked to the main target entity and entities within the user’s Access Group.
    • Users cannot click into entities outside their Access Group or into stakeholders (e.g., Persons, External Entities).
    • Ownership percentages, share/unit classes, and entity notes are hidden.
    • Group relationships are accessible and link to the relationship page.
  • Relationships:
    • Displays only the name and relationship type.
    • Entities outside the user’s Access Group cannot be accessed.

Set up Access Groups

Access Groups allow Admins to manage access to specific sets of Entities within your account. Once you create Access Groups, you can assign users to them. Add Entities to Access Groups using any of the three methods listed below:

Select by Tag

Select by Name

Select All

Include Entities that share specific tags (e.g., by strategy or function). This is a great way to group multiple related entities.Manually choose individual Entities from a dropdown list for precise control.Quickly include all Entities in your account. Use this for users who need broad visibility.
  1. Navigate to the User Management page under the Atlas section in the left-hand navigation menu
  2. On the User Management page, open the Access Groups tab
  3. Click Add Access Group
  4. Define the Group Name
  5. Define the Entity Access
    1. In the first drop-down, select the method to add entities
    2. In the second drop-down, select the entities
  6. Click Add
  • Changes to an Access Group can impact the data access of assigned users.
  • If an Access Group is tag-defined, removing those tags from an entity will revoke access to that entity for users within that group.

 

Add and manage users

Add a user

  1. Navigate to the User Management page under the Atlas section in the left-hand navigation menu.
  2. On the Users tab, click the Actions drop-down
  3. Select Add User
  4. Input the user’s details and select their Role
  5. Select the applicable Access Group
  6. Click Add
  7. Once added, the user will receive an email invitation.

Manage user access

  1. On the Users tab, click the ⋮ icon on the applicable user’s row
  2. Click Edit to manage the user’s details, Role, and Access Group
  3. Click Delete to remove the user

Deleted users lose access immediately, but Atlas preserves any work they’ve done.

User access audits

Admins can export a real-time report of all users invited to Atlas. Use this to maintain accurate oversight of who has access to Entities and related data across your organization.

  1. On the Users tab, click the Actions drop-down
  2. Select Download All Users
  3. Open the downloaded .csv file to review all users, including their Role, Access Group, and Status
  4. To make changes to a user’s permissions, follow the steps above to Manage User Access

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