• From the OWL home page, click on Administration from the header menu. 

• You will be redirected to the Administration > User Management > Users page. Here, you can see the users' basic information who were onboarded along with you as part of the Onboarding process.
• From the left OWL Admin panel, go to the User Management > Organization. Here, you will see your Organization Information, and you can edit these Organization Details and set the primary contact and time zone if required.
• To check your purchased subscription information, you can go to the Subscription page from the admin panel. Click on the Subscriptions to be redirected to the Subscription Detail page.
• You can review your current OWL software edition and the subscription start and end date. Here, you can also review the number of purchased licenses for your subscription. 

Add Users to Organization

Create Role

To create a role, ensure that licenses and departments are already set up in the organization. 

• Each role must be: 

  - Associated with a License. 

  - Linked to at least one department. 

• A role can be assigned to multiple departments, but role names must remain unique across the organization. 

Example:

You can create a role named “Investigator” under both the Crime and Forensic departments. However, you cannot create another role with the same name, “Investigator,” anywhere else in the organization.

Steps to Create a Role: 

Add User

Once you have created Roles and Departments, you can start creating users for your organization.

Steps to Create a User:

1. Click Administration.
2. Click User Management within the OWL Admin menu.
3. Click Users.
4. Click Add a New User in the upper-right corner of the user list.
5. This will open the Add a New User page.

6. On the Add User page, choose the appropriate Role from the dropdown menu. Each role is linked to one or more departments. Ensure you select a role that corresponds to the department where you want the user to be assigned.
7. Once a role is selected, the License field will be automatically populated, as every role is tied to a specific license type.
8. In the License dropdown, you'll see the number of licenses already used for the selected type. A new user can only be created if the number of used licenses is less than the total number of licenses purchased.

9. Enter the First Name, Last Name, Email, Phone, Mobile, Timezone, and Language.
10. After completing all required fields, click Save to complete this action. 

• Now, the User will be created and can be viewed from the Users page.
• Using the above steps, you can create other users until you exhaust all your purchased licenses.

Validations & Impact:

• When a user is created, a welcome email notification will be sent to the user with login credentials.
• The User will immediately have access to features and modules based on the mapping of the assigned role and license type.
• A user cannot be created with a license already exhausted.
• A new user cannot be created with an existing email address or mobile number.
• As an administrator, you can update your user details, if needed, from the User Detail Page.

Set Up User Modules, Views, and Additional Organization Controls

When you add new users to your account, you can manage their settings at two levels: User Level or Role Level.

• User Level settings apply only to that specific user.
• Role Level settings apply to all users who share the same role within a department. These users won’t have individual user-level settings unless you set them up separately.

If both User Level and Role Level settings exist for a user, the User Level settings will override the Role Level ones. If a user doesn’t have any User Level settings, then the Role Level settings will apply by default.

You can make the following user settings in OWL – 

1. Module and Views
2. Security Policies
3. Notifications
4. Collaboration

Module and View Setup

The modules and views within an organization vary depending on the software edition of the account. For instance, the modules and views available in the Whooster Edition differ from those in the Enterprise Edition. These modules and views determine which OWL features and functionalities a user can access.

By default, all organization-level configurations are applied to every user when a new role or user is created. However, OWL gives administrators the flexibility to customize access for individual users or groups that share the same role within a department. This enables admins to control data access and manage information sharing across the organization.

Steps to Access Role Settings:

1. Click Administration.
2. Click User Management.
3. Click Organization.
4. Click the Role Settings tab.
5. On the Role Settings page, choose a role from the dropdown menu and click Search. Since the same role and license can be assigned to multiple departments, you’ll see identical role names differentiated by department labels. Each entry in the dropdown is unique and can be customized for users in that specific department.

6. The first section under Role Settings is Modules and Views. This page displays the modules and views currently assigned to users with the selected role.
7. Click the Edit button to modify the assigned modules and views. Admins can check or uncheck boxes to update the configuration as needed.
8. The available modules and views are determined by the organization's active subscription plan.

View User Details

The view user page contains all the user-related information and also provides various functionality related to users.

Steps to view user:

1. Navigate to the User Management from the Administration page.
2. Select the Users page.
3. All active users will be displayed on the screen in a tabular form.
4. Click on the action menu for the user you want to see the details for.
5. Click on the option called View User. 
6. You can also click on the username or email address from the Users table to go to the view user page. 

7. The User info page will show the user's complete information, like Name, Email, Phone/Mobile Number, language, and Timezone
8. On the top user role, license, and current user status can also be viewed.

9. This information can be edited by the Organization admins or department admins by clicking on the Edit option next to the User details info.
10. Once clicking on the Edit button, the user details page will be shown in an editable mode.
11. Make changes to the user information and click on the Save button to update the user details.
12. The User / License Status field can be used to move the user from active to disabled or closed.
13. The user’s current module and views access can be viewed from this page as well. 

14. The available Modules correspond to the OWL software edition that has been purchased.
15. The Data Query Search Views accessible to users are outlined in the Modules section below.
16. Admins and Team Admins can modify these Modules and Views to limit user access as needed.
17. To make changes, click the Edit button next to the Modules and Views section.

18. Select/Unselect the modules and views as required and click on the Save button to save the settings.
19. The Module Access section defines the OWL features and functionality, whereas the View Access section defines the number of views for the Data query search result screen.

Notifications Setup

In the Notifications module, the admin can decide which actions, activities, or modules will trigger user notifications in the organization. Based on the selection, these notifications will be available in the Role and User level settings in administration.

Role-Level Notifications

Notifications on Role Settings defines the notification modules enabled for all of the active users having this common role.

Steps to set Role-level Module Notifications:  

1. Go to User Management and select the Organization Page. 
2. Select Role Settings. 
3. Select a Role from the role dropdown and click on search. 
4. Click on the Notifications tab once the role page has loaded. 
5. A list of all modules enabled for the Role will be displayed. 
6. On the left side of the notification table, you'll see the features associated with each module. 
7. Next to each feature, there's a Deliver To section where you can specify the recipients of the notification. Available options include User, Supervisors, Department, and Role. 
8. Adjacent to the Deliver To section is the Message Type area, which lets you choose the delivery method: Email, SMS, or Web UI Notification. 

9. For example, if an admin logs in and you want to notify that specific user, select the User checkbox. To notify the user’s department supervisors, select Supervisors. You can also notify all users in the department or those with the same role by selecting the respective checkboxes. 
10. To send notifications via email, check the Email box. Similarly, use the SMS and Web UI checkboxes to enable those delivery methods. 
11. To edit the notification, just click on edit and select/unselect the checkboxes based on requirements and save. 

User-Level Notifications

Notification on user management defines the notification modules enabled for the User and how many of them are active and have been used. 

Steps to set User-Level Module Notifications:  

1. Go to User Management and select the desired user. 
2. Click on the Notifications tab. 
3. A list of all modules enabled for the user will be displayed. 
4. On the left side of the notification table, you'll see the features associated with each module. 
5. Next to each feature, there's a Deliver To section where you can specify the recipients of the notification. Available options include User, Supervisors, Department, and Role. 
6. Adjacent to the Deliver To section is the Message Type area, which lets you choose the delivery method: Email, SMS, or Web UI Notification. 

1. For example, if an admin logs in and you want to notify that specific user, select the User checkbox. To notify the user’s department supervisors, select Supervisors. You can also notify all users in the department or those with the same role by selecting the respective checkboxes. 
2. To send notifications via email, check the Email box. Similarly, use the SMS and Web UI checkboxes to enable those delivery methods. 
3. To edit the notification, just click on edit and select/unselect the checkboxes based on requirements and save. 

Security Policy Setup

OWL security policies are a set of configurable rules designed to help organization admins enhance account security. These policies can be applied at multiple levels, with a hierarchy that determines which settings take precedence: 

• Organization Level: This is the default configuration applied to all users unless a more specific setup exists at the Role, Department, or User level. 
• Department Level: Policies set at this level apply to all users within the department, provided they don't have Role or User-level configurations. 
• Role Level: These policies apply to all users assigned to a specific role within a department, unless overridden by User-level settings. 
• User Level: This is the most specific configuration, applied to individual users regardless of their department or role. User-level policies override all other levels. 

Organization-Level Security

By default, the Organization level MFA Type is set to Security Questions and Answers after the onboarding process. Since there were no other level MFA setups configured, for all the users newly onboarded or created in the organization, the organization-level security setup was applied.

• You can view all the users' MFA types from the User MFA container inside the security page.
• Initially, all the users' MFA Type comes from the Organization Level.

• If you want to keep that way, you can; otherwise, if you want to change the Organization Level MFA Type, then you can edit the Organization Security setting from the action menu.

   

Steps to add and update Security MFA type at the Organization level: 

1. Click on the Edit button. It will open a pop-up window to edit the Organization Security Policy.

2. Select MFA Type from the three available options.
3. Once you select a new MFA type and save, the security MFA will be updated for the Organization and the users those are following the Organization-level setup.
4. Next time, when users log in to OWL, they need to do the new MFA setup, or if they already have the setup, they can just log in with the new setup configuration.

Steps to add and update MFA Skip Days at the Organization level:

1. Click Administration.
2. Click Security within the OWL Admin menu.
3. Go to the Organization MFA container. Click on Edit.
4. An Organization Level MFA pop-up will appear.
5. Add the number of days to the Skip MFA field and click on Update.

• You can see the Skip Days on the Organization MFA container after the Update.

Department-Level Security

Steps to add and update Security MFA type at the Department level: 

1. Department Level MFA applies to all the selected department users, having no role or user level setups.
2. To add a new MFA configuration on the department level, open the department MFA container. Click on the Add button.
3. Select the Department or Departments you wish to set up. Select the MFA type and click on the Add button.

• Now you will see that for all these departments, there will be new entries added inside the Department MFA container with the MFA setup selected.

• You can further edit or delete these MFA setups using the action menu present on each department MFA.

Steps to add and update MFA Skip Days at the Department level:

1. Click Administration.
2. Click Security within the OWL Admin menu.
3. Go to the Department MFA container. Click on Edit.
4. A Department Level MFA pop-up will appear.
5. Select the department or departments to set up the skip MFA
6. Add the number of days to the Skip MFA field and click on Update.

7. You can see the Skip Days on the Department MFA container after the Update.
8. You can Edit Skip Days from the Edit MFA using the action menu, or you can do a bulk update for all departments by using the Bulk Update option.

Role-Level Security

• The Security Policies inside the Role info page show the Role-level setup and allow editing the existing Role-level setups. 
• OWL supports Multifactor authentication and Secondary multifactor authentication as well. 
• Default Multifactor authentication for users is Security Questions and Answers. Based on the requirement, admins can change the Role's MFA type from Security answer to either TOTP (Time-based OTP) or Facial recognition. 

Steps to add and update Security MFA type at the Role level: 

1. Click on the Edit button present on the security policy page. 
2. The Security Policies page will show in editable mode. 
3. Select MFA Type from the available options and click on Save to update. 

Steps to add and update MFA Skip Days at the Role level: 

1. The MFA Skip Days field, located below the MFA Type field, allows you to specify the number of days Multi-Factor Authentication (MFA) should be skipped after a user's initial successful MFA login. During this period, the user won't be prompted for MFA again. 

Steps to add and update IP Validation at the Role level: 

1. In addition to the primary MFA, Admins can configure a Secondary MFA from the Security Policy page. This policy enables IP address validation, allowing Admins to define specific IP addresses or ranges from which users must log in. If a user attempts to access OWL from an unauthorized IP address, access will be denied. 
2. To enable this setup at the Role level, go to the Organization page, Role Settings. 
3. Click on the Security Policy tab.  
4. Click the Edit button.  
5. Toggle the switch to enable Secondary MFA.  
6. Once enabled, the Allowed IP Address button becomes active.  
7. Choose the type of IP validation: Static IP or Range IP.  
8. If you select Static IP, a single IP address field will appear. Enter a valid IP address and click Save.  
9. If you select Range IP, fields for Start IP and End IP will appear. Enter a valid IP range and click Save.  
10. The entered IP address or range will be added to the Allowed IP Address table.  

11. You can add multiple IP addresses for the secondary validation for each user. 
12. These IP addresses can be removed or edited from the IP Address table. 

User Level Security

User Level MFA applies to all the selected Users, and this MFA is the primary MFA for all users; no other MFA setup can override this setup.

• The Security Policies inside the users' info page show the user-level setup and allow editing the existing user-level setups. 
• OWL supports Multifactor authentication and Secondary multifactor authentication as well. 
• Default Multifactor authentication for users is Security Questions and Answers. Based on the requirement, admins can change the user's MFA type from Security answer to either TOTP (Time-based OTP) or Facial recognition. 

Steps to add and update the security policy at the User level: 

1. To add a new MFA configuration on the User level, search for the user to whom you need to add a new MFA configuration. To find the user, you can use the Search field on the Users container, or you can select the user by going through page by page.

2. If a User does not have any user level setup earlier, then from the action menu, you will see the option to +Add User MFA option, or if you are updating an existing user level MFA, then you will see the option to Edit MFA. 
    
3. Click on Add User MFA button you will see the pop-up to add MFA. Select the MFA Type and click on the Add button.

4. You can also edit the existing User MFA from the action menu Edit option, and can delete the MFA.
5. If you want to add/update multiple users' MFA at once, then you can use the Bulk Update option to update each user’s MFA type from the container itself. 

The MFA Skip Days field, located below the MFA Type field, allows you to specify the number of days Multi-Factor Authentication (MFA) should be skipped after a user's initial successful MFA login. During this period, the user won't be prompted for MFA again. 

Steps to add and update IP Validation at the User level: 

1. User Level Skip MFA setup
2. Click Administration.
3. Click Security within the OWL Admin menu.
4. Go to the User MFA container. 
5. Click on the action menu to update any individual user's skip MFA.
6. Update User MFA pop-up will open. 
7. Add the number of days to skip MFA and update the user.

• Now, the User MFA table will be updated with the new skip MFA.
• To bulk update all users, click on the Bulk Update option.

How to Configure Secondary MFA for Users at Different Levels

In addition to the primary MFA, Admins can configure a Secondary MFA from the Security Policy page. This policy enables IP address validation, allowing Admins to define specific IP addresses or ranges from which users must log in. If a user attempts to access OWL from an unauthorized IP address, access will be denied. 

1. To enable this setup at the user level, go to the User Details page under User Management. 
2. Click on the Security Policy tab.  
3. Click the Edit button.  
4. Toggle the switch to enable Secondary MFA.  
5. Once enabled, the Allowed IP Address button becomes active.  
6. Choose the type of IP validation: Static IP or Range IP.  
7. If you select Static IP, a single IP address field will appear. Enter a valid IP address and click Save.  
8. If you select Range IP, fields for Start IP and End IP will appear. Enter a valid IP range and click Save.  
9. The entered IP address or range will be added to the Allowed IP Address table.  

10. You can add multiple IP addresses for the secondary validation for each user. 
11. These IP addresses can be removed or edited from the IP Address table. 
12. The User Security Policy page includes an option to reset the OWL user's security credentials. 
13. Clicking the "Reset Password" button initiates a password reset and sends an email to the user containing a temporary password. The user can then log in and set a new password. 
14. This feature is especially useful when users have lost access to their password and multi-factor authentication (MFA) details.