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Manage accounts as an administrator

Manage accounts as an administrator

Owned by Yannick Clareton
Last updated: nov. 28, 2024 by GABON Aurélie
5 min read

NEW FEATURE 

On Gaia, it is possible to create user groups. These groups bring together collaborators with the same access and management rights on the platform. 

Practical: simplification of user management and time-saving 

Precise: more targeted and effective targeting of each role 

 Safe: strengthening security and limiting risks 

In some rare cases, it is possible that a user will see a blank page when logging into Gaia if their rights have not been managed by the account administrator. The following article guides you to attach them to a group and ensure access. 

Find in this article… 

Operating principle 

The principal administrator on Gaia is the highest level in the user hierarchy. Specifically, this person can: 

  • Create and manage all user groups in the company, 

  • Designate subsidiary administrators, who can themselves create and manage groups, 

  • Manage all individual users. 

The main administrator can organize the company’s division into several groups, based on criteria of their choice (by brand, by market, by level of responsibility, etc.). 

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Create a user and set their rights

  • Step 1: Go to “User account management”. Then click on the blue “Create user” button at the top right of the screen.

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  • Step 2: Start creating the user profile.

    • 1- Enter user information

    • 2- Choose Gaia Configuration

    • 3- Create a password for the first connection (the user will then personalize his password after his 1st connection).

    • 4- Save profile.

    • 5- Then go to access rights to finalize account settings.

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  • Step 3: Define user account settings. Four tabs are available.

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Rights 

Perimeters 

Menu / Tools 

Data Sheet 

What is it for? 

 This tab allows you to grant rights to the group and its members. 

 This tab allows you to define the perimeter of action of the group (target market, department, product families, brand, etc.)

If the perimeter is defined, the following information is mandatory: 

  • the target market(s) 

  • the department(s) 

  • the product family(ies) 

 This tab allows you to open and/or restrict the reading and modification of certain Gaia modules to group members. 

 

 

 This tab allows you to open and/or restrict the reading and modification of certain sections of product sheets to group members. 

 

 

To be used if...  

I want to delegate administration or management rights to another collaborators. 

I want to distribute my team over specific perimeters. 

I want to prevent certain collaborators from accessing modules that are not useful to them. 

I want to prevent certain collaborators from modifying information on product sheets that does not concern them. 

Create and configure a group 

Step 1: Access “User Account Management”. Then click on the blue “User Groups” button in the top right corner of the screen. 

Step 2: Click on the “Create Group” button. 

Step 3: Assign a name to the group (1). Then define the group settings (2). Four tabs are available to you. 

 

 

Rights 

Perimeters 

Menu / Tools 

Data Sheet 

What is it for? 

 This tab allows you to grant rights to the group and its members. 

  • This tab allows you to define the perimeter of action of the group (target market, department, product families, brand, etc.)
    If the perimeter is defined, the following information is mandatory: 

  • the target market(s) 

  • the department(s) 

  • the product family(ies) 
     

 This tab allows you to open and/or restrict the reading and modification of certain Gaia modules to group members. 

 

 

 This tab allows you to open and/or restrict the reading and modification of certain sections of product sheets to group members. 

 

 

To be used if...  

I want to delegate administration or management rights to another collaborators. 

I want to distribute my team over specific perimeters. 

I want to prevent certain collaborators from accessing modules that are not useful to them. 

I want to prevent certain collaborators from modifying information on product sheets that does not concern them. 

  • Step 4: Once the settings are configured, click on the “save” button in the top right corner. 

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The settings of a group can be modified later if needed. 

Managing group members 

Adding a collaborator to a group 

  • Step 1: When a group is created, a new tab “Attach users” appears. 

Click on the tab to view the list of users (still empty if no user has been added before), then on the blue “Attach users” button. 

  • Step 2: The list of collaborators appears. Check each user who should join the group. 

Finalize by clicking the “Attach users” button again at the bottom of the list. 

When you want to add a new user to an already formed group, you will need to check all the collaborators who should belong to the group again. 

Attaching a user to a group grants them all the rights of the group in question. All their previous rights are cancelled. 

Removing a collaborator from a group 

Removing a user from the group without attaching them to another implies that all their access rights are canceled. Specifically: the person’s account returns to a “new user” state, without any access. It is therefore necessary to check if this is what is expected. 

Step 1: In the “Attach users” tab, check the user(s) to be removed from the group. 

Step 2: Click on the red “Remove from group” button and confirm. 

Deleting a group 

Deleting a group is permanent. 

Members of the deleted group will still have access to Gaia. However, their access rights will necessarily have to be redefined (either individually or by integrating them into another group). 

If a group needs to be deleted, simply access its settings and click on the red “Delete” button in the top right corner of the screen. 

 

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