Adding Users Overview

Managing users is key to controlling user access to the data within Martus.  

User management is the responsibility of the Martus customer. After initial users for a new customer are added during implementation, Martus Solutions does not add, inactivate, or update users or user permissions at any time. 

Managing users is one of the primary duties of Martus Admins. It is important to understand how your chart of accounts can be restricted, as well as how to assign roles and dimension permissions for users.

Adding a User

Users in Martus are unique, and access is defined using functional permissions and dimension restrictions. Old/inactive users should not be reused to create a new user, as this may have unintended consequences in Martus.

You can:

• create a user from scratch, assigning the role and dimension restrictions
• create a user from scratch and then copy another user's permissions and dimension restrictions, or
• duplicate an existing user to a new user

1. Navigate to Setup > Users.
2. Click Add User.
   • Enter the Email, First Name and Last Name.
3. Click Save. Martus will automatically take you to the Permissions tab.
4. If desired, return to the Info tab to copy another user's permissions and dimension restrictions using Copy from Other User.
5. Alternatively, Edit an existing user and then duplicate that user.
   
   

Copying a User

When copying another user's permissions and dimension restrictions for a new user without current permissions and dimension restrictions, select Add Profile and the User to copy.

When copying another user's permissions and dimension restrictions for an existing user with current permissions and dimension restrictions, select Add Profile and the User to add the profile, or click Replace Profile to overwrite the existing user's permissions and dimension restrictions.

Duplicating a User

When duplicating a user, edit an existing user from Setup > Users, and from the Info tab select Duplicate User. Enter the new user details and click Duplicate This User.

Setting User Permissions

Permissions define the functional areas within Martus that a user may access, along with access to controlled accounts.

1. Select a Role for the user, and make any additional adjustments to the permissions for that user as the role allows. 
2. Click Save.
   
   
   
   

Setting User Dimension Restrictions

Dimension restrictions define what a user can access in terms of data in Martus.

1. Navigate to the Dimensions tab.
2. Select a dimension from the Dimension dropdown and click Load.
3. Select the appropriate dimensions in the list.
4. Click Save.
5. Repeat as needed for all dimensions.

Notes on Assigning Dimensions Restrictions

• Assigning any dimension code will restrict the user to ONLY the dimension codes selected.
• If no dimension codes are selected, the user will have access to ALL of the codes in that dimension.
• If a dimension is not required in your accounting system, give the user access to [Blank] to be able to access all data. For example, if a user is to be limited to certain Projects but is also allowed to see financial data without a Project code, then you should select [Blank] for that user.
• Use the filter to find all dimensions associated with a search term.
• Select "All Children" or "No Children" to easily select all of the sub-dimensions (Note: This WILL NOT include future children that are added to the system after assigning dimensions.)
• Worksheets that do not match the User's sheet dimensions will be hidden from that user.
• Lines within a worksheet that do not match the User's line dimensions will be hidden from that user.

Inviting Users

Unless you are using SSO (Single Sign On), you will need to invite your users to join Martus after you have set up their permissions and dimension restrictions. 

Option 1 - Per User 

1. Go to Setup > Users.
2. Click Edit.
3. Click Send invitation to join Martus. The email invitation will expire after 72 hours.
   
   

Option 2 - All Users

1. Go to Setup > Users.
2. Note all users with no Last Login date, as these users will be included.
3. Scroll to the bottom of the list.
4. Click Send invitation to all on this list without a password. The email invitation will expire after 72 hours.
   
   

Martus provides standard text for the invitation email. You can customize the text of the invitation email if you wish; click here for more information. Invitation emails sent from Martus do not expire, and can be tracked in Admin Reports > Email Log.

Partner Users

If your Martus instance has users from your Martus partner, those users are managed by the Partner. Martus Admins cannot make changes to Partner users.

For more information

• Managing User Roles
• Bite-Sized Learning - Keeping Martus Secure

Users Learning Path: Managing User Roles