Ontra’s Insight Unified permissions model gives Insight administrators the ability to apply fund-level access controls, group-based management, and built-in user audit reporting. Continue reading to learn more about how Insight administrators can manage user and group permissions across Insight.
Overview
| ℹ️ | Only Insight users with an admin role can manage user permissions. |
Navigate to the User Management page under the Admin section in the left-hand navigation menu to add and manage individual users and user groups.
- Users are given a Role and Access Level. The Access Level, assigned for each specific Fund or Task, is what determines what actions users can take in Insight – allowing a given user to have varying access.
- User Groups enable you to create a group (e.g., Finance team), assign all or specific funds to that group, and set the access level on those funds to scale how you manage user access.
User permissions summary
| Role | Access Level | Permissions |
| Admin | – |
✅ Can create, read, update, and delete objects across all funds ✅ Can add and remove users from Insight ✅ Can add and remove groups from Insight ✅ Can manage fund-level permissions and group membership across Insight |
| Standard | Edit |
✅ Can read and update objects within the Fund ❌ Cannot create or delete objects within the Fund |
| Standard | View |
✅ Can read objects within the Fund ❌ Cannot create, update, or delete objects within the Fund |
| Standard | – | ✅ Can manage only assigned tasks (e.g., update status, add comments, add supporting documentation) |
Learn more about the Legacy User Permissions in Insight
Manage individual users
| ℹ️ |
Only Insight users with an admin role can manage user permissions. If a user only needs to be assigned tasks - add them as a Standard User to invite them to Ontra and start assigning tasks to them. There is no need to define their View/Edit access by Funds in this case. The user will be able to manage their assigned tasks accordingly (update status, add comments, and upload supporting documentation). |
Add a user
- Navigate to Admin and then select User Management
- On the Users tab, click the Actions drop-down menu
- Select Add User
- Input the user’s First Name, Last Name, and Email
- If you are an admin adding another admin, check the Admin box here
- Click Add
Define a user’s Access Level
To set View/Edit access for a user by Fund, follow the steps below.
- Navigate to Admin and then select User Management
- Click the user’s name to open their User Details page
- Open the Access Management tab
- Click Add Fund Access
- Select the Funds to include and Access Level (View or Edit)
- Users granted access to All Funds will be automatically added to newly created funds too
- Users can have varying access across funds
(e.g., A user can have Standard User - View access on Fund I and Standard User - Edit access on Fund II)
Manage a user’s Access Level
- Navigate to Admin and then select User Management
- Click the user’s name to open their User Details page
- Open the Access Management tab
- Click the ⋮ icon on the applicable Fund’s row(s)
- Choose to Edit or Remove Access
- If editing:
- Update the Funds to Include and Access Level as needed
- Click Save
- If removing, click Remove Access to confirm
- If editing:
Manage user Groups
Benefits of User Groups
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Create a user group
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Add users to a group
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Manage group access
| ℹ️ |
Once access is granted at the group level, all current and future members of that group receive the same permissions. Additionally, if a user is added to multiple groups, the most permissive level of access will apply. |
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Perform User Access Audits
The self-serve audit feature is a great tool to help manage compliance reviews and reduce risk. Admins can export a real-time report of each user invited to the system, the funds they have access to, and what level of access they have.
- Navigate to Admin then select User Management
- On the Users tab, click the Actions drop-down menu
- Select Download All Users
- Open the downloaded .xlsx file to review all users, including their user group, role, access level, fund access, and user status
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