Managing Users

The Users page aggregates essential information about each user within the organization. This allows administrators to view and manage these details. Administrators can access and view detailed profiles that typically include usernames, contact details, roles, department affiliations, and access permissions. This comprehensive view enables administrators to understand the organizational structure and the roles individuals play within it, facilitating effective resource allocation and task delegation.

Access & Permissions:

• Licensed users with roles such as Super Administrator, Super Administrator-User, Administrator, or Administrator-User have unrestricted access to the module and all its features. They are authorized to add, modify, or remove any user within the organization.

• Administrator Team and Administrator Team-Users have full access to all functionalities within the Users section. However, their actions are limited to users within their own department.

• Supervisors and Supervisor-Users are granted read-only access to all pages and data within the Users section, and their visibility is confined to users in their respective departments.

Key Features:

• Add / Edit / Disable / Close User

• View User details (Departments, Compliance, Audit Logs, Own Records, Notifications, OWL Apps)

• Transfer User Records

• View and Create User Collaboration Setup

• View-Edit User Security Policy

• View User Deconfliction Setup

Add a New User

Steps to Create New Users:

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.

The Administration Module is accessible via the top header section of the OWL platform homepage.

🧩 Administration Sub-Modules

Authorized users can manage various aspects of the platform through the following sub-modules:

User Management: Add, edit, and assign roles to users; manage team structures.
Case Management: Configure case workflows, templates, and data handling rules.
Data Administration: Oversee data integrity, imports, exports, and system-wide settings.
Data Access & Compliance: Set classification levels, retention policies, and ensure regulatory compliance.
Information Sharing & Collaboration: Manage permissions for inter-agency collaboration and data sharing.
Intelligent Process Automation: Automate routine tasks and workflows to improve efficiency.
Notifications: Customize alerts, reminders, and communication settings.
OWLapps: Access and manage integrated applications within the OWL ecosystem.
Reports: Generate and schedule reports for operational insights and performance tracking.
Active Datasets & Connectors: Link external data sources and manage live datasets.
Security: Configure authentication, access controls, and audit logs.
Subscriptions: Manage license usage, renewals, and billing preferences.
Marketplace: Explore and activate additional modules, integrations, and services.

11. Now, the User will be created and can be viewed from the Users page.

Validations & Impact:

When a user is created, a welcome email notification will be sent to the user with login credentials.
The User will 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 and mobile number.

User Filters

All users created within OWL are accessible via the User Management > Users page. By default, this page displays all active users. You can use the available filters to view users who are disabled or closed. Each user entry includes key details such as User Role, Associated Departments, License Type, and Last Login Timestamp.

Steps to search for a user by using the Filter:

1. To search for a user, simply type their name into the search box located at the top-left corner of the Users table. This is a partial text search field, meaning it will return matching users based on any characters entered — even if the full name isn't typed.

2. By default, the Users list is displayed in ascending order based on usernames. You can switch to descending order using the Sorting Order filter.

3. The Status filter allows you to view users by their current status — Active, Disabled, or Closed.

4. Use the Sort By filter to organize the user list based on various parameters.

5. The Roles filter lets you narrow down users by their assigned role and license type.

6. With the Access Right filter, you can view users according to their current access permissions.

7. The Select Department filter enables you to display users based on the departments they are assigned to.

View User

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 Administrator 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 view user page will show all the current details of the users. They are as follows –

• User Information & Modules • Datasets & Compliance

• Departments/Teams

• Audit Logs

• Security Policies

• Record Management

• Notifications

• OWL Apps

• Collaboration

• Deconfliction

User Information & Modules

The User info page will show the user's complete information, like Name, Email, Phone/Mobile Number, language, and Timezone
On the top user role, license, and current user status can also be viewed.
This information can be edited by the Organization admins or department admins by clicking on the Edit option next to the User details info.
Once clicking on the Edit button, the user details page will be shown in an editable mode.
Make changes to the user information and click on the Save button to update the user details.
The User / License Status field can be used to move the user from active to disabled or closed.
The user’s current module and views access can be viewed from this page as well.
The available Modules correspond to the OWL software edition that has been purchased.
The Data Query Search Views accessible to users are outlined in the Modules section below.
Admins and Team Admins have the ability to modify these Modules and Views to limit user access as needed.
To make changes, click the Edit button next to the Modules and Views section.
Select/Unselect the modules and views as required and click on the Save button to save the settings.

Validations & Impact:

Setting a user's status to Disabled will temporarily revoke their access to OWL. They will not be able to log in until their status is changed back to Active.
Setting a user's status to Closed will permanently deactivate the account, release the associated license, and make it available for reassignment to a new user.
Email and Phone Number must be unique for each user when updating their details. Duplicate entries are not allowed.
A user's Modules and Views are initially determined by their assigned Role and License Level. However, if these settings are customized at the user level, the user-specific configuration will override the default role-based settings

Departments/ Teams

The User Info page displays all departments where the user is active.
It also highlights the user's Primary Department among the listed departments.
This information is automatically updated based on the user's movement between departments or removal from any department.
The same can also be viewed from the Users table.

Audit Logs

Navigate to a user from the User Table.
Click the Audit Log tab to view the selected user's audit records.
The audit logs are displayed in descending order by creation date and time.
Logs from all modules and user actions are available for review by Admins and Department Supervisors.
Use the Filter option to narrow down the audit logs.
The Created From/To fields allow you to view logs within a specific date range.
The Log Type dropdown filters logs based on specific modules.

Security Policies

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.
. 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.
Click on the Edit button present on the security policy page.
The Security Policies page will show in editable mode.
Select MFA Type from the available options and click on Save to update.
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.
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.
To enable this setup at the user level, go to the User Details page under User Management.
Click on the Security Policy tab.
Click the Edit button.
Toggle the switch to enable Secondary MFA.
Once enabled, the Allowed IP Address button becomes active.
Choose the type of IP validation: Static IP or Range IP.
If you select Static IP, a single IP address field will appear. Enter a valid IP address and click Save.
If you select Range IP, fields for Start IP and End IP will appear. Enter a valid IP range and click Save.
The entered IP address or range will be added to the Allowed IP Address table.
You can add multiple IP addresses for the secondary validation for each user.
These IP addresses can be removed or edited from the IP Address table.
The User Security Policy page includes an option to reset the OWL user's security credentials.
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.
This feature is especially useful when users have lost access to their password and multi-factor authentication (MFA) details.

Record Management

Steps to view and use the features of User Record Management:

The Record Management section within User Management stores all user-generated records, including Cases, Subjects, Forms, Information Sharing, Tips, Reports, and OWLdocs.
Administrators can view and modify these records if the user is a subordinate of the currently logged-in administrator.
To access Record Management, go to the user's detail page.
Click on the Record Management tab.
The interface displays all OWL record types in a tabbed layout, with each tab presenting data for a specific record type

Cases:

The Cases tab contains all the cases created by the selected user and sorted by created date in descending order.

On the cases table, basic information about each case can be viewed. To see the complete information about the case and the records, it is attached. Select the View case Dossier option inside the action menu.
To open the case in canvas view with all the result screen views, click on the Launch Data Visualization option inside the action menu.
To edit the status of the Case, click on the Edit Status option. This will allow us to edit the status of the case without launching the case.
The individual Case record can be transferred to a different user inside the organization using the Transfer Record Owner option in the action menu.
A pop-up will open with the current record owner's details and the option to select a new record owner and department. Select the new record owner and the specific department of the selected record owner.
Click on the Transfer button to transfer the case to the new record owner.
Once transferred, the record will show under the new record owner record management page.
Along with the case, if there are records attached to the case like subjects, Forms, Tips, etc. Will also be transferred.

Subjects:

On the Subject tab, all the subjects associated with the user will be displayed.
Basic information about the subjects can be viewed from the Subjects table.
To see the complete subject detail, view the subject by selecting the View Subject Dossier from the respective subject action menu.
If the subject has any data query searches associated with it, then the launch subject will be enabled. Launching the subject will show all the searches on the result screen.
If a subject is not linked to any Case, then it can be attached to a case from the Action menu, the Attach Record option.
If the subject is already attached to a case, then it can be detached from the case by using the Detach Record option from the action menu.
Edit Status option allows updating the Subject status without launching it.
Transfer Record on the action menu is to transfer the record to a new owner. Click on the Transfer Record option.
A pop-up will open with the current record owner's details and the option to select a new record owner and department. Select the new record owner and the specific department of the selected record owner.
Click on the Transfer button to transfer the subject to the new record owner.
Once transferred, the record will show under the new record owner record management page.
Along with the subject, if there are records attached to the subject like Forms, Tips, etc. Will also be transferred.

Forms:

On the Forms tab, all the forms associated with the user will be displayed.
Basic information about the Forms can be viewed from the Forms table.
To see the complete Form detail, view the subject by selecting the View Forms Dossier from the respective form action menu.
If the form has any data query searches associated with it, then the Launch Data Visualization will be enabled. Launching the form will show the form on the result screen canvas.
Edit Status option allows updating the Information Sharing status without launching it.
If a Form is not linked to any Case or Subject, then it can be attached to a case/subject from the Action menu, the Attach Record option.
If the Form is already attached to a case/subject, then it can be detached from the case/subject by using the Detach Record option from the action menu.
Transfer Record on the action menu is to transfer the record to a new owner. Click on the Transfer Record option.
A pop-up will open with the current record owner's details and the option to select a new record owner and department. Select the new record owner and the specific department of the selected record owner.
Click on the Transfer button to transfer the Form to the new record owner.
Once transferred, the record will show under the new record owner record management page.
Along with the forms, if there are records attached to the form like OWLdocs etc. Will also be transferred.

Information Sharing:

On the Information Sharing tab, all the Information Sharing associated with the user will be displayed.
Basic information about Information Sharing can be viewed from the Information Sharing table.
To see the complete information sharing detail, view the subject by selecting the View Information Sharing Dossier from the respective form action menu.
If the form has any data query searches associated with it, then the Launch Data Visualization will be enabled. Launching the Information Sharing on the result screen canvas.
Edit Status option allows updating the Information Sharing status without launching it.
If Information Sharing is not linked to any Case or Subject, then it can be attached to a case/subject from the Action menu, the Attach Record option.
If the Information Sharing is already attached to a case/subject, then it can be detached from the case/subject by using the Detach Record option from the action menu.
Transfer Record on the action menu is to transfer the record to a new owner. Click on the Transfer Record option.
A pop-up will open with the current record owner's details and the option to select a new record owner and department. Select the new record owner and the specific department of the selected record owner.
Click on the Transfer button to transfer the Information Sharing to the new record owner.
Once transferred, the record will show under the new record owner record management page.
Along with Information Sharing, if there are records attached to the Information Sharing, like OWLdocs, etc. Will also be transferred.

Tips:

On the Tips tab, all the Tips associated with the user will be displayed. • Basic information about Tips can be viewed from the Tips table.
To see the complete Tip detail, view the subject by selecting the View Tips Dossier from the respective form action menu.
If the Tip has any data query searches associated with it, then the Launch Data Visualization will be enabled. Launching the form will open the form on the result screen canvas.
If Tip is not linked to any Case or Subject, then it can be attached to a case/subject from the Action menu, the Attach Record option.
If the Tip is already attached to a case/subject, then it can be detached from the case/subject by using the Detach Record option from the action menu.
Transfer Record on the action menu is to transfer the record to a new owner. Click on the Transfer Record option.
A pop-up will open with the current record owner's details and the option to select a new record owner and department. Select the new record owner and the specific department of the selected record owner.
Click on the Transfer button to transfer the Tip to the new record owner.
Once transferred, the record will show under the new record owner record management page.
Along with the Tip, if there are records attached to the Tip, like OWLdocs, etc. Will also be transferred.

Data Query Logs:

On the Data Query Logs tab, all the data query searches associated with the user will be displayed.
Basic information about the data query can be viewed from the data query table.
To launch the Data query Logs, click on the Launch Data Visualization from the action menu.
If the Data query Log is not linked to any Case or Subject, but to a temporary case, then it can be attached to a real case/subject from the Action menu, the Attach Record option.
If the Data Query is already attached to a case/subject, then it can be detached from the case/subject by using the Detach Record option from the action menu. After detaching automatically, a temporary case number will be attached to the Data Query Log.
Edit Status option allows updating the data query status to a different status.
Transfer Record on the action menu is to transfer the record to a new owner. Click on the Transfer Record option.
A pop-up will open with the current record owner's details and the option to select a new record owner and department. Select the new record owner and the specific department of the selected record owner.
Click on the Transfer button to transfer the Data Query Log to the new record owner.
Once transferred, the record will show under the new record owner record management page.

Reports:

On the Reports tab, all the Reports associated with the user will be displayed.
Basic information about Reports can be viewed from the Reports table.
To see the complete Report detail, view the Reports by selecting the View Report Dossier from the respective form action menu.
If the Report has any data query searches associated with it, then the Launch Data Visualization will be enabled. Launching the Report will show all the report's details on the OWL canvas or result screen.
If the Report is not linked to any Case or Subject, then it can be attached to a case/subject from the Action menu, the Attach Record option.
If the Report is already attached to a case/subject, then it can be detached from the case/subject by using the Detach Record option from the action menu.
Edit Report status will allow you to update the report status without launching the report.
Transfer Record on the action menu is to transfer the record to a new owner. Click on the Transfer Record option.
A pop-up will open with the current record owner's details and the option to select a new record owner and department. Select the new record owner and the specific department of the selected record owner.
Click on the Transfer button to transfer the Report to the new record owner.
Once transferred, the record will show under the new record owner record management page.
If records, such as OWLdocs, are attached to the Report, they will also be transferred along with the report.

Notification:

Notification on the 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 module Notifications:

Go to User Management and select the desired user.
Click on the Notifications tab.
A list of all modules enabled for the user will be displayed.
On the left side of the notification table, you'll see the features associated with each module.
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.
Adjacent to the Deliver To section is the Message Type area, which lets you choose the delivery method: Email, SMS, or Web UI Notification.
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.
To send notifications via email, check the Email box. Similarly, use the SMS and Web UI checkboxes to enable those delivery methods.
To edit the notification, just click on edit and select/unselect the checkboxes based on requirements and save.

OWL Apps:

The OWL Apps page inside the User Management defines all the image collections that are available and can be assigned to the User for the OWLidentify process.

Steps to view and add a user to the collection from User management:

Navigate to the Users inside user management and select any user.
Inside the user detail, select the OWL Apps tab.
You will see all the Collections that are created under the organization.
Next to the collection name collection level is also mentioned, where the collection is created for the User, Departments, or Organization.
To view or add Users to a collection, click on the action menu inside the collection user’s column.
Click on the view collection.
A pop-up will open with all the users present in the collection, with their permissions to the location.
Edit the collection users from the action menu preset in the Collection user pop-up.
The selected user can be added from here and can also be removed from the collection.
A selected user can be added to the collection by clicking on the Add User to Collection option in the action menu.
A pop-up will open with access rights options. Select what access right the user needs to have for the collection.
Click on Add to add the user to the selected collection.