Company accounts user and admin guide

Company accounts are a way of collaborating with colleagues without the need for swapping rights between different user accounts. 

Company accounts allow datasets created by anyone in a company to be owned by that company and shared to its users. A company account can restrict the actions users can perform on a company’s datasets and make this configurable by its users. Once you specify the email domain for your users, InfoSum automatically adds any users with that domain to your company. Every company has at least one company owner who administers the company. A company can have multiple owners.

Datasets are assigned to teams, but users have no rights to use datasets until they are given the appropriate rights and added to the relevant teams. Rights and users are assigned to a role.

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Every company is given a base role called “Owner” that inherits all rights and a base team called “All Users” that contains every user in the company. “Owner” and “All Users” cannot be modified or deleted. Users added to a company have no rights to configure users or access datasets until given them by another user with the appropriate rights.

The number of teams and users you can create is based on your InfoSum plan. This is because not all InfoSum Platform features come as standard - please contact sales@infosum.com for details.

Company accounts concepts

See the following links for descriptions of concepts used in company accounts:

About this guide

This guide is divided into two parts: a guide for company users and a guide for company administrators.

Guide for users

All company users have view-only access to their company’s details in InfoSum Account.

Once you create an account on the Platform, you can view roles for your company. The rights you have on the Platform are based on the roles and teams you have been assigned by your company administrator. For details of all rights that you can be assigned as a company user, see rights.

Using datasets

To use datasets, you must be a member of a team that has been assigned the dataset and has the appropriate rights to access it. If you need access to a dataset, you will need to request this from your company administrator. 

You can use company accounts to allow other users in your company to access your datasets, but you will need to create a permission to allow users outside your company to query your datasets.    

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Note: If you have access to various datasets in different teams, you cannot connect datasets across teams. The Connections List only shows connections for datasets that  are in the same team. You can filter datasets by team.

Assigning datasets to teams

If you have been given the appropriate right, you can assign your team’s datasets to another team. See assigning datasets to a team

Creating permissions

To allow users outside your company to reference one of your company's datasets in a query, you can use the Platform to create a permission.

When you create a permission for a dataset, all users in the recipient's company with the rights to query the dataset will be able to see it, not only the user who was sent the permission.

Guide for administrators 

company owner or a user with the appropriate rights can manage the companyteamsrolesusers and datasets on InfoSum Platform.

Note: If preferred, a company owner can request InfoSum Support to perform company accounts tasks on their behalf. However, only company owners can enforce two-factor authentication.   

Getting started

Before you can administer your company’s accounts, your company needs to be set up on InfoSum Platform. To do this, send your company details to support@infosum.com. InfoSum Support administers the following for your company:

  • Add, amend or delete a company.
  • Add and delete company domains.
  • Set allowances for the company.
  • Specify the bunker regions and allowances.
  • Turn on/off single sign-on

Once your company is added to the Platform, you can start administering your company from the My Company section in Account Settings:

Here you can see the users, teams, roles and settings available for your company. An overview of administering company accounts is shown below. Roles and teams can be set up in any order.

The following sections deal with administering company accounts. If this is your first time working with company accounts, use the following sections to get started:

  1. Create a role
  2. Add rights to a role
  3. Add users to a role
  4. Create teams for your company
  5. Assign datasets to a team
  6. Add users to a team
  7. Create allowances
  8. Assigning bunkers to a team

When your company is first set up, the “All Users" team has no roles associated with it. The "Owner" role is associated with a user by adding the user to it. When a user with your company domain registers for an account with InfoSum Platform, they are added to your company with no roles assigned until this is done by a user with the appropriate rights.

Tip: If a user is unable to access a part of the Platform, this is usually because they are not in the correct team.

Setting up an example user

Use the following steps to set up a user so they can run insight and activation queries on company datasets:

Step

Action

How

1

Add the user to the role.

Go to Account Settings > My Company > Roles > ADD USERS TO ROLES

2

Add the user to a team.

Go to Account Settings > My Company > Teams > ADD USERS TO TEAM

3

Assign the selected dataset to the user’s team:

  1. Click ASSIGN TO TEAM and select the user’s team.

Go to Platform > Data > Datasets > select a dataset > Team Access tab

Additional step for activation queries only:

4

Contact InfoSum to request activation queries for the user.

Send an email to support@infosum.com

Note: You will need to request additional rights from InfoSum in order to use activation datasets.

Platform access

Companies do not control all access to the Platform. Some access is owned by individual users, regardless of their rights, as shown below.

Company-owned

User-owned

Datasets
Bunkers
Allowances
Permissions
Discovery Promotions

Audiences
Segments
Push Connectors
Projects
Queries

Administering company settings

As a company owner you can:

Enforcing two-factor authentication

You can enforce two-factor authentication (2FA) for your company if you have the Companies-Update 2FA right.

  1. Go to Account Settings, open the My Company section and select the Settings tab.
  2. Click Enforce 2FA for all users to select/deselect Two-Factor Authentication.

To invalidate 2FA for individual users, see Invalidating two-factor authentication.  

Administering company domains

  1. Go to Account Settings, open the My Company section and select the Settings tab to view the domains for your company.

    Any users who register with the domains shown will be added to your company. 
  2. Contact support@infosum.com to add or delete a domain.

Administering roles and rights

Rights are added to roles and cannot be assigned directly to a user. First you will need to create a role, then add users and assign rights to the role. Users of the role then get the rights assigned to the role. For more details, see rights and roles.

Note: If you are creating a permission for a dataset, all users with the rights to access the dataset will be able to see it, not only the user who was sent the permission. That permission will also be sent to more than one person in the company.

Creating a role

  1. Go to Account Settings, open the My Company section and select the Roles tab see a list of roles for your company.
  2. Click CREATE NEW ROLE, type a role name and click CREATE. The new role appears in the list of roles.

Adding users to a role

Note: A user can be assigned to multiple roles.

  1. Go to Account Settings, open the My Company section and select the Roles tab.
  2. Drop down the ACTION menu and select View to display all users and rights for a role.
  3. Click ADD USERS TO ROLE and specify users from the dialog box that opens.
  4. Click ADD USERS to add the selected users to the role.

Adding rights to a role

Note: There is no Dataset-Create right because the Bunker-Create right allows you to upload a dataset to a bunker.

  1. Go to Account Settings, open the My Company section and select the Roles tab.
  2. Drop down the ACTION menu and select View to display all users for the role
  3. Click on the Rights tab to display rights for the selected role.
  4. Click on a right to select it for the role. For an explanation of each right, see rights. All users in the role now have the rights you selected.

Viewing roles for a company

  1. Go to Account Settings, open the My Company section and select the Roles tab.
  2. Drop down the ACTION menu and select View to display under separate tabs all users and rights for the selected role.

Deleting a role

  1. Go to Account Settings, open the My Company section and select the Roles tab.
  2. Drop down the ACTION menu and select Delete.
  3. Confirm DELETE to delete the selected role.

Note: You cannot delete the company “Owner” role.

Administering teams and datasets

Teams are used to assign datasets. Teams make datasets available to users in your company, but do not give the user any rights to use the dataset. Roles are used to give rights to allocated datasets. For more details, see teamsusersroles and rights.

Notes on administering datasets:

  • The Datasets-Assign datasets to teams right does not give you access to a dataset, it only lets you assign it to a team. To access a dataset, you must be added to a team with access rights to the dataset.
  • There is no Dataset-Create right as this is covered by the Bunker-Create right, which allows you to upload a dataset.
  • Users cannot combine datasets across teams - this allows a company owner to manage multiple streams of work using multiple teams.
  • If a user has access to various datasets in different teams, they cannot connect datasets across teams. For example, to query datasets assigned to different teams or show them in the Connections List.
  • You can use company accounts to allow other users in your company to access your datasets, but you will need to create a permission to allow users outside your company to query your datasets. 

  • A user can create permissions for any datasets they can list - this will be for datasets assigned to their teams only unless they have the Datasets-List company datasets outside the user's teams right, in which case they can create permissions for any dataset in the company.

Creating teams for your company

  1. Go to Account Settings, open the My Company section and select the Teams tab.
  2. Drop down the ACTION menu and select Teams to open a list of teams for your company.
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  3. Click CREATE NEW TEAM, type a team name and click CREATE. The new team appears in the list of teams.

Assigning datasets to teams

Before you begin:

  • You will need the Dataset-Assign datasets to teams right in order to assign datasets to a team.
  • You will need the Datasets-List company datasets outside the user's teams right to see all datasets for your company. Without this right, you can only see datasets that are assigned to your team.

Good to know:

The Datasets section has the following tabs if you have the Datasets-List company datasets outside the user's teams right (otherwise, it shows only your team's datasets and no tabs):

  • Team Datasets tab, which shows all datasets that have been assigned to your teams, and
  • All Datasets tab, which shows all company datasets for all teams. 
To see who within your company created a dataset, go to the Created section in the dataset's Details tab.

Steps

  1. On InfoSum Platform, go to the Data tab, select Datasets and select the All Datasets tab.
  2. Select the dataset you want to make available to teams.
  3. You can assign datasets to teams in a number of ways:
    • Drop down the ACTION menu and select Assign To Team.
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    • Select the Team Access tab and click ASSIGN TO TEAM.
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    • Select multiple datasets and select Assign to team from the Bulk actions menu.  
  4. Select the team(s) from the list and click UPDATE TEAMS.
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    The dataset is now available to the teams, but the teams will need to be assigned the relevant users, roles and rights in order for users to access it.

Note: Assigning a team to a dataset makes all team rights (such as discovery and permissions) available to users in the team.

Adding users to a team

  1. Go to Account Settings, open the My Company section and select the Teams tab.
  2. Drop down the ACTION menu and select View to display all users in a team. 
  3. Click ADD USERS TO TEAM and specify users from the dialog box that opens.
  4. Click ADD USERS to add the selected users to the team.

Viewing users for a team

  1. Go to Account Settings, open the My Company section and select the Teams tab.
  2. Drop down the ACTION menu and select View to display all users in a team.

Deleting a team

  1. Go to Account Settings, open the My Company section and select the Teams tab.
  2. Drop down the ACTION menu and select Delete
  3. Click DELETE to confirm you want to delete the selected team. 

Administering user accounts

There are a number of options to administer a company’s user accounts.

Invalidating two-factor authentication

  1. Go to Account Settings, open the My Company section and select the Users tab.
  2. Drop down the ACTION menu and select Invalidate 2FA for the selected user.
  3. Click INVALIDATE to confirm you want to disable a user’s two-factor authentication (2FA). 2FA now shows an exclamation mark for that user. 

Sending a password reset email to a user

  1. Go to Account Settings, open the My Company section and select the Users tab.
  2. Drop down the ACTION menu and select Reset Password for the selected user.
  3. Click YES to send a password reset email to the user.

Disabling/enabling a user account

  1. Go to Account Settings, open the My Company section and select the Users tab.
  2. Drop down the ACTION menu and select Disable for the selected user.
  3. Click YES to confirm you want to disable the user’s account. The user will no longer be able to access the Platform, but can still receive communications. The user will be shown as not enabled in the list of users.
  4. To enable a disabled user, drop down the ACTION menu and select Enable for the disabled user.

Creating allowances

You can create allowances up to the maximum number InfoSum has set for your company. To do this, click the CREATE ALLOWANCE button, where you can specify the number of datasets, total row limit and total credits allowance for the new allowance:

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For details of viewing and sharing allowances, see allowances.

Assigning bunkers to a team

Once an allowance has been created for your company, you can create a bunker and assign it to a team. 

  1. Navigate to the Allowances tab and use the Action button to create a dataset from the correct allowance.
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  2. Follow the steps to create a dataset
  3. From the dialog box below, select a team from the drop-down list and click CREATE. The dataset is now assigned to the selected team.
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