Quick Start Guide – IAMconnected User Management

Resetting Multi-Factor Authentication (MFA)

• In IAMconnected, select an employee in the tab User Management > Employees
• Click on the Reset MFA button

Users can reset their MFA themselves if they have a new phone or security key, for example. An MFA reset by the administrator is required if the user no longer has access to their old phone or security key.

Approving change requests

Users can change their own personal details. Some changes require your approval as the administrator. You will receive an e-mail informing you that a change request is awaiting your approval. Change requests are handled as follows:

• In IAMconnected, select an employee in the tab User Management > Change request
• Click on the change request.
• Evaluate the change request.
• Click on Accept or Decline

Suspending employees (with or without an end date)

Employees who no longer need access can be temporarily suspended and then permanently deleted:

• In IAMconnected, select an employee in the tab User Management > Employees
• Click on the Suspend user button

If your organisation is also registered in the PCS, the user will still be visible in the PCS. However, they will no longer be able to use the PCS.

It is also possible to suspend an employee from a date in the future (for example, the end of the month):

• In IAMconnected, select an employee in the tab User Management > Employees
• Under End date (optional), enter the desired end date

Permanently deleting employees

After suspending employees who no longer need access, you can permanently delete them:

• In IAMconnected, select an employee in the tab User Management > Suspended
• Click on the Delete User button

If your organisation is also registered in PCS, the user is now also permanently deleted from the PCS.

Reinstating suspended employees

You can restore access to employees who have been (temporarily) suspended:

• In IAMconnected, select an employee in the tab User Management > Suspended
• Click on the Reinstate user button

If your organisation is also registered in the PCS, the user can now log in to the PCS again and make use of the previously assigned services.

Making employees user administrators

You can give one or more employees privileges to manage users.

• In IAMconnected, select an employee in the tab User Management > Employees
• Click on the Create user administrator button

This is useful if you are temporarily unavailable due to vacation or illness. You can also assign a user administrator for each department or location, to manage the users of their department/location. Do consider the need for timely deletion of users and performance of quarterly checks.

Deleting user management privileges

• In IAMconnected, select an employee in the tab User Management > Employees
• Click on the Delete user management button

Other Privileges and Authorisations

In IAMconnected, a user can request specific roles that give them privileges in other (non-PCS) connected applications:

• Portbase MyData uses the Data Manager role. This role allows you to manage data authorisations in the service on behalf of your organisation.
• King uses the Employee and Operator/Shipping clerk roles
• Portability uses the Financial Declarant role

As an administrator, you can arrange authorisations in PCS itself. Log into the PCS

Adding services per user is done this way:

• Go to PCS via IAMconnected
• Select Organisation management
• Go to User groups
• Select a user group to which the user wishes to be added
• Select the name and move it from left to right using the arrow. Users in the left column do not have the service, users in the right column do.
• Click on save
• Repeat this separately for each service required

Please note that a name may only be moved from left to right and saved in existing user groups. Do not create user groups, change names, turn on/off checkboxes or use the drop-down menu in a user group. This is because these are all settings that can render a service unusable if changed.

User Validation and Quarterly Checks

See the Quick Start Guide “Quarterly Checks” (in development)

Guidelines and Tips

Guidelines:

• IAMconnected accounts are always individual accounts, which means they may not be shared by multiple users. Group accounts are therefore not allowed!
• This means the IAMconnected password must only be known by one user. An MFA device is also for personal use and should therefore not be shared.
• Use individual business e-mail addresses for IAMconnected accounts. In other words, do not use group e-mail addresses or private e-mail addresses.
• We strongly recommend using e-mail addresses with your own domain name. The use of Gmail or Hotmail addresses, for example, is expressly discouraged.
• Delete users immediately when they no longer need access. Make sure your HR department or departmental manager informs you immediately when an employee leaves the company.
• Check at least once a quarter to see if your users still need access and delete users who do not. Pay particular attention to users who have not logged in for a long time.

Tips:

• Be visible within your company. Your employees should know how to get hold of you if they have questions or issues around access to the Portbase systems.
• Designate one or more user administrators to cover for you during illness or leave.
• Make sure you have an active lead administrator. If you leave the company or change roles, make sure your authorised signatory designates another chief administrator in good time. Use the changes form for this purpose.
• Please refer to support.portbase.com if you have any questions or contact Portbase Customer Service.