Managing users and assigning access

Skip ahead to:

1. Accessing User Management
2. Adding a user
3. Editing a user
4. Restricted Users
5. Creating Segments
6. Adding a Restricted User
7. Deactivating and reactivating a user
8. Accessing User Management Resetting MFA

User Management lets you determine which users can access specific datasets and perform certain administrative and security operations from directly within the Aumni platform. Now you can instantly and easily assign user permissions, add and remove users, monitor active accounts at the organization level, and more, without any back-and-forth with our support team.

Accessing User Management 

Click your name and go to Settings. 

Then click the Team tab in the upper right-hand corner. 

View a table of all of your Account’s active users, including service providers, with their email and access level. From here, you can also check the role you’ve been assigned. 

There are 2 types of access levels:

• • Standard access
  • Admin access

Standard users have view-only rights and cannot take any action from this page.  Admin users have administrative rights that allow them to take several actions, including:

• • Adding and editing a user
  • Assigning accesses levels and funds
  • Deactivating a user
  • Resetting MFAs

You must have at least one Admin for your Account. As a note, Admins can only assign funds that they themselves have access to, so for complex organizations with multiple investment strategies, there will likely be a specific Admin for each fund/fund group/fund family, respectively. Admins will be responsible for the upkeep of their Aumni account, so make sure the appropriate users are assigned. 

Adding a user

Click Add New User at the top of the page. Then, input the relevant user information, such as name and email. 

From the dropdown, select the appropriate access level for this user.

Then, add the relevant funds to this user. This will refine their Aumni Portfolio to just the constituent investments, ensuring their view is hyper-relevant to their workflow. You will only be able to assign funds that you yourself have access to. 

 

Assigning funds to a user is particularly helpful if: 

• You’ve awarded Aumni access to a service provider- like an auditor – and would like to limit the data and funds they see.
• Your firm has a large, complex portfolio with multiple, strategy-specific teams, and you’d like to cut down noise by having just the relevant investment data visible to them.
• You’d like to easily limit the visibility of certain datasets for specific team members due to clearance concerns.

Select Send Invitation to save; the new user will then automatically receive an email prompting them to log into Aumni for the first time.

You’ll be able to monitor a user’s Status to know if they’ve logged in by selecting their name from your Team Settings.

There are 2 types of ‘Status’ for an active user:

• Invitation Sent: An added user has received an invitation to login to Aumni but hasn’t yet.

• Last login date: The last login date for that user.

Editing a user

Click into any active user and select Edit User.

You’ll be able to edit:

• • User name credentials 
  • Access level
  • Fund access

Select Update User to save your changes. To update a user’s email, contact a member of your Customer Success team or email support@aumni.fund.

Restricted Users

A Restricted User may only access data related to portfolio companies within the Segments assigned to their account and the funds that have invested in those portfolio companies. 

A Segment is a custom collection of portfolio companies that may be assigned to Restricted Users in order to limit their access within Aumni.  

Only users with the Admin role will have access to create, edit, or remove Segments and Restricted users.

Creating Segments

Segments are a custom collection of portfolio companies based on specific industry, geographical location, or other designated criteria by account Admins. 

In order to add a Restricted User, a Segment needs to be created first. To create a new Segment, go to the Settings page and click on the 'Segment' tab, located on the top left of the team page. Click 'Create New Segment'. Only users with the Admin role will be able to add, edit, or remove Segments and Restricted Users.

Add the segment name and its associated portfolio companies, then click on 'Create Segment'. Only Restricted Users can be assigned a Segment.

Populated Segments table

Creating a Restricted User

Go to ‘Active Accounts’ and click ‘Add New User’ and populate the following fields:

• First Name 
• Last Name
• Email
• Access Level

When assigning the Access Level, click Restricted.

After selecting ‘Restricted’ as the access level, the ‘Assign Segments’ dropdown will appear. Select the desired segment. The funds associated with the companies in the Segment will automatically populate in the Assign Funds field. Funds may be removed after pre-populating in the Assign Funds field but doing so will further limit the data related to that fund and any portfolio company within the Segment(s) assigned. Click ‘Send Invitation’.

View the Restricted Users in the ‘Active Accounts' section.

 

 The Restricted Users associated with a segment will be visible in the ‘Segments’ page.

When a Restricted User logs into Aumni, they will only be able to view Portfolio on the left-hand side navigation of the homepage. 

The Restricted User will only be able to view the portfolio companies that are associated to the Segments that have been assigned to them. The data within these portfolio companies will be limited by the funds assigned to the Restricted User.

Deactivating and reactivating a user

Click on any active user and select Deactivate User. This will move that user to the ‘Deactivated Accounts' table at the bottom of the page.

To reactivate a deactivated user, simply select their name from the 'Deactivated Accounts' section and click Reactivate User. This user will now be able to log into Aumni with their previous email and password.

Accessing User Management Resetting MFA

If you need to reset a user’s multi-factor authentication (MFA), click into their name and then select Reset MFA. 

This action resets any configured factor that you select for an individual user through your single sign-on (SSO) vendor. The user must set up their factors again through their SSO provider; this action cannot be undone. As a note, MFA resetting will only work if a user has already been added to their SSO vendor.