Setup User Management and Roles

RegScale offers flexible tools for managing users, groups, and roles to align access with your organizational needs.

User Management Concepts

Key components of RegScale user management:

• AD/LDAP Authentication: Supports external sign-in via Active Directory or LDAP (Enterprise Edition only).
• Users: Create, activate/deactivate, edit, and reset user accounts.
• Groups: Organize users for workflows, email distribution, and access control.
• Roles: Apply least-privilege access using predefined roles.

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Accessing User Management

Administrators can manage users by:

1. Selecting Setup
2. Clicking Identity & Access Management in the left panel
3. Selecting Manage under Users

Common Tasks

1. Add New User – Create a new user.
2. Search – Locate users by name or metadata.
3. Filter – Toggle between active and inactive users.
4. Activate/Deactivate – Enable or disable user accounts.
5. Edit – Update user details, activity, or emails.
6. Reset Password – Issue a one-time reset token.

⚠️

Email setup is strongly recommended. Without it, admins must manually send registration/reset instructions.

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New User Onboarding

When a user is added:

1. They receive a confirmation email.
2. Click Confirm Account.
3. Set a password.
4. Log in.

If MFA is enabled, users must complete additional steps.

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Administrator vs Global Admin

Account Type	Scope	Usage
Global Admin	All tenants	Setup only. Manages tenant creation and initial config. Use sparingly.
Administrator	Current tenant	Full tenant-level configuration and user management.

🔐

The Global Admin password is not retrievable. Store it securely.

Resetting the Global Admin Password

1. Set environment variable: AtlasityReset=true
2. Restart the RegScale container
3. Login using admin / 51mpl3Compliance$
4. Change the password
5. Remove the AtlasityReset variable and restart

⚠️

Never leave the default password active in production.

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Access Roles

Assign users roles based on the least privilege principle. Role access determines module visibility and permitted actions.

Assigning or Removing Roles

1. Navigate to Setup > Identity and Access Management.
2. Click Edit next to a user.
3. Check/uncheck roles under Manage Roles.
4. Changes auto-save. User must log out and back in.

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Group Management

Groups simplify assigning access and workflow steps.

Create a Group

1. Go to Setup > Identity & Access Management.
2. Click Manage under Groups.
3. Click Add New, name the group, then click the plus icon.

Add or Remove Group Members

• Use the user+ icon beside a group.
• Or edit a user and add a group under Manage Group.
• Remove users via the trash icon under group members.

Delete a Group

Click the trash icon next to the group name in the Groups list.

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Access Control Using Groups

Records in RegScale can be public (default) or private.

Marking Records as Private

1. Click the lock icon in the record view.
2. Assign a group with Read or Read/Update access.
3. Only administrators and assigned groups can view/edit.

🔒

Users without access cannot see private records.

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