User Management

The Users button under "Security & User Management" in the Admin Dashboard allows an admin to view user information and last login date, add users, change passwords, manage authentication providers, lock users, manage MFA per user, disable users, and delete users.

First Name: The user's first name.
Last Name: The user's last name.
Email: The user's email and used to send notifications and account-related emails.
Uses License: Identifies if the person is considered a licensed user.
Tenant ID: The ID of the tenant that the user belongs to.
User ID: The unique ID of the user.
Last Login: The date stamp that the user last logged in.
Authentication Provider: The provider used to authenticate the user.
Change Password: Clicking this will send a password reset email to the email address provided. A warning message will appear to confirm the action.
Account Locked: PlexTrac will lock a user out after multiple failed attempts to protect against brute force attacks. When a user is locked out, this field is not greyed out and will toggle on to identify the user is locked out. The toggle is then actionable for an admin to unlock the user.
MFA Enabled: When enabled by an admin, either at the global level or by a user individually, an admin can disable MFA if a user loses a token and needs to reset MFA.
User Disabled: This prevents a user from logging in when access needs to be temporarily restricted.
Delete: This removes a user from PlexTrac and is used when access needs to be permanent.

Licensed Users

Each user added to a licensed role is considered a paid user. When a role is licensed, an icon will appear at the end of the role title (regardless of the number of licenses available).

Roles that use a license are also identified on the RBAC page.

Visit the RBAC page for information on the various messaging related to licensed users and their relationship to permissions.

If a user is added to a role that requires a license but no more seats exist, an error message appears.

Disabled paid users count towards the total user license. To remove a user from the count, a user must be disabled and removed from any assigned paid roles.

Adding Users

Users can be added via the platform or a CSV file template.

If custom roles are required, create these before adding users. Otherwise, new users will need an assignment to an existing role, and adding the custom role later will be an additional step.

Adding Users Via Platform

Step 1: From the Users page of the Admin Dashboard, under "Security & User Management," click Add Users.

Step 2: Enter the user's email, first name, last name, role, and classification level (if applicable), as well as identify whether the user should belong to the Default Group.

The Default Group is a collection of users who, by default, have access to all clients in PlexTrac. When a user is added to the Default Group, they are granted access to all existing clients, and when a new one is created, they are automatically assigned access.

Removing a user from the Default Group does not remove previously granted client access but only removes the automatic assignment to new clients.

Step 3: Click Add User to repeat the process and add more users. When finished, click Create user.

A message will appear confirming the addition, and the new user will appear on the Users page.

Adding Users via Template

Users also can be created in bulk using a CSV template.

To download the template with four sample values, click the file here:

303B

PlexTrac Users CSV Template.csv

The CSV file has five fields to collect user information to be imported:

CSV header required field? Notes

CSV header	required field?	Notes
email	yes	A vid email format is required.
first name	yes
last name	yes
role	no (will default to a value of "Standard User" if left blank or a custom role is used)	Accepted values are the default PlexTrac roles: `admin`, `standard user`, and `analyst`. The values are not case-sensitive. NOTE: The backend value of `STD_USER` for the role of "standard user" is also valid. Custom role names can be used and will not break import, but at this time, any values in the CSV beyond the standard values listed above will map to "Standard User" by default when the import is first loaded and require manual intervention to update before completing the import task (see instructions below).
default group	no	Accepted values are `TRUE` (user belongs to default value) and `FALSE` (user does not belong to default group).

yes

A vid email format is required.

first name

yes

last name

yes

role

no (will default to a value of "Standard User" if left blank or a custom role is used)

Accepted values are the default PlexTrac roles: admin, standard user, and analyst. The values are not case-sensitive. NOTE: The backend value of STD_USER for the role of "standard user" is also valid. Custom role names can be used and will not break import, but at this time, any values in the CSV beyond the standard values listed above will map to "Standard User" by default when the import is first loaded and require manual intervention to update before completing the import task (see instructions below).

default group

Accepted values are TRUE (user belongs to default value) and FALSE (user does not belong to default group).

Importing the CSV Template

Step 1: Download the PlexTrac Users CSV Template.csv file, delete the sample values, and enter the user information to import.

If any custom roles exist in the CSV file not currently in PlexTrac, add them now before continuing to reduce rework.

Step 2: From the Users page of the Admin Dashboard, under "Security & User Management," click Add Users.

Step 3: A modal appears. Click Import users from CSV.

Step 4: A window opens to select the CSV file from the computer. Select the file to import.

Step 5: The information in the CSV file is imported into the "Add New Users" window for review.

Step 6 (optional): If standard roles were used, no changes are needed. If a custom role was assigned to an imported user, manually select it by clicking the "Role" pulldown menu for the impacted user and selecting the desired custom role value.

If two roles are created with the same name, they cannot be differentiated in the pulldown menu, which is why it is best practice to use unique role names.

Step 7: The tool may retain a blank row at the top that must be removed before importing. Click Delete for that row.

Step 8: Click Create X users.

A message will appear confirming users were added (the time required depends on the number of users). The users will appear on the page.