User Management | CCQ - Cloud Compliance & Quality

If an individual or a new employee needs to access CCQ to view and create risk management plans or assessments, an administrator must first create a user account so that they can log into the system. An administrator can create new users in CCQ via the Users module that’s accessible at the bottom of the drop-down list that appears when the gear icon is clicked.

The user management module provides administrators access to create, edit, activate, deactivate and delete the profiles of all the users in the CCQ system. This module and underlying settings control each individual’s login credentials as well as their personalized settings.

User types

There are two types of users in CCQ: general user and admin. Both user types have different functions and permissions in CCQ. The majority of employees of an organization are typically general users. Normally, the general user can access most of the CCQ modules that his company has subscribed to, and has the ability to perform most day-to-day functions. However, general users can be restricted in their capacity by administrators who impose limits on what documents they can access, using the prescribed tools and functionalities in CCQ.

Admins not only have all the abilities and functionalities of a general user, but administrative privileges as well. Admins can perform functions such as creating and editing users, editing system wide settings, and have access to various managerial tools. In addition, admins can access all (subscribed) modules and documents, and are not subject to any restrictions.

Creating users

You’re only able to create a new user in the system if you’re an administrator. Creating a new user is a relatively simple process. You begin by navigating to the Users module and click Add user.

You’re presented with a template for a new user with four tabs at the top of the interface. The tabs are User Information, Permissions, Language and Dashboard settings. In the User Information tab you fill in the necessary details, such as the full name of the user, his username in the system, and email.

Under Permissions you control the user’s access to the different modules your organization has subscribed to, and determine his read/write access. You specify if the user should have the role of an admin, or not. Note that admins must have access to all modules.

In the Language tab, you determine the default language of the system. There are five options: English, Icelandic, Swedish, Polish and Spanish. You don’t need to be an admin to alter the language settings – the general user can easily change this himself. If you need to activate another language, you simply click your username on the CCQ banner up top, and select your preferred language. The system then switches between languages seamlessly.

Under Dashboard settings you configure the appearance and feel of the user’s dashboard. This will be covered in more detail in chapter 6.4.

When you finally click Save to register the user in the system, an email is sent to the new user where he can set his password.

Adding user templates

There are two different ways you can add a user template to a user. You can either add the template when you’re creating/editing a specific user, or you can select him from the user list and add the template from there. You’ll find the option for adding a template to a user under Actions.

You get a dialog box where you select the appropriate template for the user, and all the predetermined permissions and dashboard settings associated with that template are transferred and assigned to the user. Keep in mind that when you’re editing an existing user, and you add a new template to that user, all pre-existing permissions are overridden.

Replacing users

On two different occasions you will be granted the ability to replace a user with another. When you hit somebody’s trash can in the user list, the system will ask you whether you want to select a replacement user before you delete him. This is not mandatory but highly recommended, because otherwise some risks may be left unattended to. Also, when editing a user you’ll find the Replace user option under Actions. The person you select to replace a user, takes over all of the user’s responsibilities concerning the management of risks.

Dashboard settings

The dashboard is the main entrance to the modules within the CCQ solution. The appearance or outlook of the dashboard depends on several things. First of all, the look is derived from how many modules your company is using. The team behind CCQ will give you access to the contractual modules and configure your permissions, according to your needs and requisites.

Secondly, the outlook of the dashboard is adapted to the needs of each user, depending on his role or job description within the company, and which modules he should be able to access. This way, the dashboard can be better suited to the user’s priorities and made to display data that is significant to him. This functionality is customized in the configuration settings for each user.

Thirdly, when positioned in the dashboard, the user himself can configure his dashboard settings to a certain extent by clicking the Customize dashboard icon under his username. Each dashboard is a collection of dashlets that display relevant information. The user simply selects which dashlets he wants to see on the dashboard, by checking the corresponding checkbox.