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User Management in Insight

Updated

Ontra's user permissions model gives your firm the ability to manage user access at both the individual and group level and leverage built-in user audit reporting for compliance.

Learn how to manage user access so that users have the exact capabilities they need based on your firm’s preferences.

ℹ️ For common examples of Insight users and Ontra's recommendations for how to provision them, please refer to our article User Management Examples.

Table of Contents

User Permissions overview 

Managing user permissions consists of managing privileges for two distinct functional areas within Ontra: Fund Access and Platform Controls. 

These privileges can be managed at the individual user level or the User Group level to simplify permissions for shared roles and responsibilities. 

Fund Access

Fund Access encompasses the privileges related to viewing and editing a fund and the data within (i.e., fund details, documents, obligations, & tasks). 

This specifically includes permissions related to: Fund Creation, Category Management, View/Edit access for individual funds, and Create/Delete access for the content (e.g. side letters, obligations) within those funds. 

Fund Access permissions can be either Direct (i.e. granted to the individual user) or via User Group (i.e. granted to a user group to which the user belongs). 

Platform Controls

Platform Controls are the privileges related to the Ontra account itself; i.e. everything that is not related to funds, obligations, or tasks. 

Platform Controls specifically include the distinct permissions to manage User Provisioning, Account Integrations, and Upload to Document Repository. 

By keeping Platform Controls separate from Fund Access controls, you can provision users to manage your Ontra account without giving them the ability to view or edit fund documents and information.

User Groups 

User Groups help you to manage permissions at scale, ensure consistency across a group, simplify onboarding and offboarding, and reduce repetitive work when creating new funds.

With User Groups, you can add members to a group, assign access once at the group level, and the members receive the intended access to funds. Both membership and access levels for a group can be edited by users with the appropriate permissions. 

Create custom user groups to delegate specific permissions based on a team's roles and responsibilities. 

For convenience, Ontra provides all accounts with a predefined set of System-Managed User Groups (SMGs) to satisfy common business needs (see details below). Each SMG bundles a specific set of platform capabilities. Your firm controls who belongs to each group; Ontra manages what the groups can do, keeping them current as product capabilities evolve.

System-Managed User Group Details Use for
Platform Administrators Grants User Provisioning access and the ability to manage account Integrations. Users who manage others' access to Ontra platform (e.g. IT teams).
Fund Content Administrators Grants access to all Fund data and the ability to create and delete Fund records. Users who regularly upload side letters, LPAs, etc., and manage obligations (e.g. fund & legal operations teams). 

Manage individual users

Add a user

If a user only needs to be assigned tasks - add them as a user following the steps below and start assigning tasks to them. There is no need to define their Access Level or Additional Permissions by Fund in this case. The user will be able to manage their assigned tasks accordingly (update status, add comments, and upload supporting documentation).

  1. Navigate to Admin and then select User Management
  2. On the Users tab, select the Actions drop-down menu
  3. Select Add User
  4. Input the user’s First Name, Last Name, and Email 
  5. Select the applicable User Groups to enable more efficient and scalable management for permissions
  6. Select Add
Set a user’s Access Level and Additional Permissions 
  1. Navigate to Admin and then select User Management
  2. Select the user’s name to open their User Details page
  3. Open the Access Management tab
  4. Manage Platform Controls:
    1. Select Edit in this tile 
    2. Check the additional boxes to enable User Provisioning Access, Account Integrations Access, and/or the ability to Upload to Document Repository 
    3. Select Save
  5. Manage Fund Access:
    1. Select Add Fund Access in this tile 
    2. Select the Funds to include and Access Level (View or Edit)
    3. Check the Additional Permissions boxes to provide the ability to create and/or delete fund records
    4. Select Save
    5. Select the ⋮ icon and select Edit account controls
      1. Check the Fund Creation Access and/or Category Management Access boxes to provide the ability to create new funds and manage obligation categories

Users granted access to All Funds will be automatically added to newly created funds too. 

Users can have varying access across funds to only see and perform the actions they need to. For example, it is possible a User can have View access and the ability to create records on Fund I, but only Edit access on Fund II. 
Manage a user's permissions
  1. Navigate to Admin and then select User Management
  2. Select the user’s name to open their User Details page
  3. Open the Access Management tab
  4. In the Platform Controls tile:
    1. Select Edit
    2. Check/uncheck the applicable permissions 
    3. Select Save
  5. In the Fund Access tile:
    1. To manage account controls:
      1. Select the ⋮ icon and select Edit account controls
      2. Check/uncheck the applicable permissions
      3. Select Save
    2. To manage fund access and content abilities:
      1. Select the ⋮ icon on the applicable fund's row and Edit Access or Remove Access
      2. If editing, make the necessary changes and then Save 
      3. If removing, select Remove Access again to confirm the action

Manage User Groups 

Create a custom User Group
  1. Navigate to Admin and then select User Management
  2. Open the Groups tab
  3. In the top right, select the Add Group button
  4. Enter the group Name
  5. select Add Group

The Ontra System-Managed User Groups (SMGs) for Platform and Fund Content Administrators are automatically added to your account; your firm controls who belongs to the group; Ontra manages what the group can do, keeping it current as product capabilities evolve.
Add users to a group

Add a user to a User Group during their initial account creation or anytime after. This applies forboth  custom groups created by your firm and the default System-Managed User Groups (SMGs).

  1. Navigate to Admin and then select User Management
  2. Open the Groups tab
  3. Locate the group to add users to (by searching or scrolling) and select the group name 
  4. On the Group Details page, select Add Users
  5. Use the drop-down to add users to the group
  6. Select Add users 
Define and manage group access
  • Once access is granted at the group level, all current and future members of that group receive the same permissions. 
  • If a user is added to multiple groups, the most permissive level of access will apply. 
  • You can only manage the permissions for custom groups your firm has created. System-Managed User Groups (SMGs) permissions are maintained by Ontra (but you can manage the membership of SMGs). 
  1. Navigate to Admin and then select User Management
  2. Open the Groups tab
  3. Locate the group to add users to and select the group name 
  4. Open the Access Management tab
  5. In the Platform Controls tile:
    1. select Edit
    2. Check/uncheck the applicable permissions and Save
  6. In the Fund Access tile:

To manage account controls:

  1. Select the ⋮ icon and select Edit account controls
  2. Check/uncheck the applicable permissions and Save

To manage fund access and content abilities:

  1. Select the ⋮ icon on the applicable fund's row and Edit Access or Remove Access
  2. If editing, make the necessary changes and Save 
  3. If removing, click Remove Access again to confirm the action

 

Perform User Access Audits

The self-serve audit feature is a tool to help manage compliance reviews and reduce risk. Users with user provisioning access 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.

  1. Navigate to Admin then select User Management
  2. On the Users tab, select the Actions drop-down menu
  3. Select Download All Users
  4. 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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