Setting Up Users

Voyager Users

As an administrator, you can use the User Management module in Voyager to manage users.

In User Management, you will see a list of active and inactive users in a table. You have the ability to sort a column, filter a column, search for a user, and choose to add more columns to the table. Additionally, you can export the user list to an excel. Here, you also have an ability to add a new user, edit a user and reset password for a user.

Managing Users

As an administrator, you can manage users directly in Voyager using the following actions:

• Add a new user

• Edit user information

• Reset password

• Deactivate a user

• Creating Users in Bulk

Add New User

In order for a user to log in and access Voyager, they must have application access. When you create a user in Voyager, a welcome email is sent to the user with an application link and login credentials. The user is enabled as an active user by default.

To add a user:

1. Click Add new user.

2. In the form, type First Name, Last Name, Username, Email Address, select Role (Accounts User Can See) and select Profile (Modules User Can Access).

3. Click Create User.

Edit a User

Modify user information, such as name, role, and profile.

To edit user:

1. In the table, hover over the user name that you want to edit.
   A pop up text appears against the row of the user.

2. Click Edit User. The form populates all the information of the user.

3. Update the user details and click Save Changes.

Reset Password

Voyager allows you to quickly reset a user password without navigating to another screen. Once you initiate the reset password an email is sent to the user.

To reset user password:

1. In the table, hover over the user name for whom you want to reset the password.
   A pop up text appears against the row of the user.

2. Click Reset Password. In the pop up confirmation box, click Confirm.

Deactivate a User

You can deactivate a user when they leave the organization or move to a different department.

To deactivate a user:

1. In the table, hover over the user name that you want to deactivate.
   A pop up text appears against the row of the user.

2. Click Edit User. The form populates all the information of the user.

3. Deselect the Active User check box.

4. Click Save Changes.

Create Users in Bulk

Use the Bulk create users button to quickly onboard all users to access the platform by uploading an updated CSV template that includes a user list with their Role and Profile defined. The bulk user creation supports a maximum of 100 users per template upload.

To create and upload User list for creating users in bulk:

1. Click the Bulk create users button.

2. In the pop-up window.

   1. Download the appropriate import template.

      • If your organization uses Single Sign-On (SSO), you'll see the SSO user template.

      • If your organization doesn't use SSO, you'll see the standard user template.

   2. Update the template with user details. For SSO users, make sure to fill in the "username" column.

   3. To help you assign correct roles and profiles, you can download the existing list of Roles and Profiles by clicking the Download Roles and Profiles link.

   4. Once your template is complete, click the Upload file box and select your updated CSV file.

   5. Click Create Users to process the bulk upload.

Note for SSO-enabled organizations: If your organization uses SSO, you will only see the SSO user template. Remember to fill in the "username" column for each user, as this is essential for SSO authentication.
Troubleshooting:

• If you don't see the expected template (SSO or non-SSO), please contact your CSM or Pramata Support to verify your organization's SSO status.
• Ensure all required fields in the template are filled out correctly to avoid upload errors.

CRM Users

CRM users in Pramata Platform can now be assigned specific roles to better manage document access and improve security. This ensures that only authorized users can access sensitive documents based on their assigned roles.

Note: By default, CRM users are assigned the Standard SAML Role upon their first login. Administrators can create additional roles and modify permissions to align with organizational security policies.

Managing CRM User Roles

To edit user role:

1. Navigate to User Management > Users, click the CRM tab.

2. In the table, hover over the user name that you want to edit.
   A pop up text appears against the row of the user.

3. Click Edit User. The form populates all the information of the user.

4. Update the Role field and click Save Changes.

FAQ

Q: What happens to my sessions when I reset my password?

A: All your active sessions on every device (computers, phones, tablets, etc.) are immediately terminated. You'll need to log back in with your new password on each device you want to use.

Q: I’m locked out after too many login attempts—what should I do?

A: The quickest way to get back in is to reset your password. This will unlock your account and let you log in immediately.

Q: Does Pramata support SCIM?

A: Pramata supports SSO (SAML-based authentication) but does not currently support SCIM (System for Cross-domain Identity Management) for identity provisioning.

Q: How does user provisioning work in Pramata?

A: Pramata uses Auto Provisioning — a Just-in-Time (JIT) approach where users are automatically created in Pramata the first time they authenticate through your Identity Provider (IdP). No manual user account creation is required. To set up Auto Provisioning:

• Access the Admin Console > Integrations Hub
• Locate the Identity Provider (IDP) that is currently connected
• Click on "Reconfigure"
• Proceed to the "Auto Provisioning" step
• Configure Auto Provisioning to automatically provision users when they authenticate through SSO

All users will be assigned the default role and profile you select during Auto Provisioning configuration. You can update individual user roles and profiles anytime from User Management.

Q: What options are available for bulk user onboarding?

A: For bulk onboarding, Pramata supports CSV-based bulk user creation of up to 100 users per upload, using an SSO-specific template.

Q: What is the difference between SCIM and Pramata's current Auto Provisioning?

A: SCIM allows your IdP to proactively push changes — including user creation, updates, and deactivation — to connected applications. Pramata's Auto Provisioning only creates users at first login and does not sync subsequent changes from the IdP.

Q: What does this mean for user lifecycle management?

A: The key gap is automated deprovisioning. With SCIM, removing a user from your IdP (e.g., Okta or Azure AD) would automatically deactivate them across all connected apps including Pramata. Without SCIM, deactivating a user in your IdP does not automatically remove their access in Pramata — this must be done manually by an administrator within the platform.

Q: What happens if a user is added as a direct login but later we convert them to SSO?

A: After a user is converted to SSO, they can only log in via SSO. If they attempt to log in with their direct login credentials, they will receive an "Access Restricted" error. Make sure users are aware of this change and are directed to use the SSO login method.

Q: Can a user who has been converted to SSO still use direct login credentials?

A: No. Once a user is converted to SSO, direct login is disabled for that user. They must use their SSO credentials to authenticate. Only SSO login will be successful; attempting direct login will result in an "Access Restricted" error.

Q: What happens if a user has direct login, Auto Provision is enabled, and tries to login via SSO

A: If they attempt to log in via SSO, they will receive an "Access Restricted" error.