Learning Path: Managing Users

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

User management is the responsibility of the Martus customer.  Once having added the initial users for a new customer, Martus Solutions does not add, remove, or update user permissions at any time.

The following pages will walk you through how to effectively manage your users in Martus. At the bottom of each page, there is a link to the next page within the Learning Path.

Adding or Removing Users to Martus 

• Add Users via Martus - Video and Overview
• Assigning User Roles
• Add Users via Import
• Remove or Inactive a User

Managing Users & User Roles

• Understanding User Roles & Permissions
• User Management (reports, impersonate, inactivate)
• Primary and Secondary Profiles

Keeping Martus Secure

• Enable MFA - Overview
• Managing Users - Bite-Sized Learning video
• SSO - Bite-Sized Learning video  
• Multi-Factor Authentication - Bite-Sized Learning video

Add Users

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

User management is the responsibility of the Martus customer.  Once having added the initial users for a new customer, Martus Solutions does not add, remove, or update 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.

Click on a timestamp to jump to the section you are interested in:

0:35 - Add User & Roles

0:53 - Add Dimensions

3:46 - Verify Users

Add A User

1. Go to Setup > Users
2. Click "Add User"
   • Enter the email, First Name and Last Name
   • Leave the Is Active box checked    
     
     
     
     
3. Click "Save" - (Note: Martus will now take you to the "Permissions" tab)
4. Select a Role and click "Save"
5. You can then adjust the permissions for just that user as the Role allows.
   
   
   
   
6. Navigate to the "Dimensions" Tab

1. Select the appropriate Dimension and click "Load"
2. Select the appropriate Dimensions in the list
   • Be aware that if your setup has a [Blank] option like in the example checking that means you are allowing your user access to an area that may be 'blank' for that dimension
   • For example - if your organization uses 'project' but not every dimension has a project attached to it - by selecting [blank] you are allowing your user to access their dimensional areas where no project is specified
3. Click "Save"
4. Repeat as needed for other dimensions

Inviting Users

Unless you are using SSO 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. Start on Setup > Users
2. Click on "Edit"
3. Click on "Send Invitation to Join Martus"

Option 2 - All Users

1. Start on Setup > Users
2. Note all Users with no "Last Login Date"
3. Scroll to the bottom of the list
4. Click on "Send Invitation to all on this List without a Password" 

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.

Notes on assigning dimensions

• Assigning a dimension will restrict the user to ONLY the dimensions selected
• If no dimension items are selected the user will have access to ALL of the items within that dimension
• If a dimension code is not required in your accounting system, give the user access to “[Blank]” to be able to view 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]”. 
• 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.)
  
  

For more information

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

Users Learning Path: Managing User Roles

Remove or Inactivate Users

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

User management is the responsibility of the Martus customer.  Once having added the initial users for a new customer, Martus Solutions does not add, remove, or update user permissions at any time. 

Managing users is one of the primary duties of Martus Admins. If an employee leaves your organization and has a Martus login, your organizations Martus admin should inactivate the former employees login to Martus. 

Inactivating Users - Step by step

1. Go to Setup > Users
2. Click "Edit" on the user that needs to be inactivated
   • Uncheck the  'Is Active' box
   • Hit 'Save' 

Managing User Roles

User Roles are utilized to make assigning permissions to users easy. They also control which Dashboard a user will see on their Dashboard report. User roles allow for three options, explicitly allow, explicitly deny, or allow at the user level.

To create a User Role

1. Go to Setup > User Roles
2. Click "Add Role"
3. Enter a name for the role
4. Choose an existing Dashboard
5. Grant rights as necessary
   ***Best practice is to explicitly disallow the Admin permission except on the Admin role
6. Click Save

To update User Roles

1. Go to Setup > User Roles
2. Click "Edit" 
3. Adjust as necessary
4. Click Save
   
   

Additional Information

• Understanding Roles and Restrictions
• Dashboards

Users Learning Path: Adding Users via import

Add Users Via Import

Users can be added from the Martus via the User Template. This allows you to create many users quickly utilizing a MS Excel import.

Step by Step

1. From Setup > User List, click the Export button.
2. Add user information to the downloaded Users Workbook:
   1. User Tab - Basic User information
      1. Enter the email, first name, and last name of the user (you can leave any existing users in the file)
      2. Enter "True" in the "ISActive" column
      3. Enter the "User Role." (Note: Best practice is to copy and paste the role name from the Roles List.)
   2. Permissions Tab - Ignore
   3. Dimension tabs - Use these tabs to limit users to specific dimensions 
      1. Enter the User's email from the "Users" tab
      2. Enter the External ID for the "Code" 
      3. Optionally enter the "Name"
      4. Add an additional line for each dimension value to which the user has access
      5. Enter -1 to grant access to the "Blank" option for Dimensions that are not required
         
      6. Save the document
3. From Setup > Users click on "Choose file". Browse for the template file and click Import.

Users Learning Path: Understanding User Roles and Permissions

Understanding User Roles & Permissions

Navigating to Setup > User Roles OR Setup > Users > Edit User > Permissions tab you will see what a user can interact with in Martus. The Permissions assigned to a user control the various functionalities available to that user.  

List of all User Permission options and how they behave when granted

*Feature available at an additional cost for those at the Standard+, Advanced+, and Enterprise levels

**Feature available at the Standard+, Advanced+, and Enterprise levels

***Sage Intacct, MS Dynamics Business Central, and Sylogist integration features

Users Learning Path: User Review and Updating

User Review & Updating

It is important to be aware of what users have access to throughout Martus. There are a few ways to help maintain your users list including the Users Report, impersonating a user, and ensuring that all active Martus users should have access. 

User Count

Martus makes it simple to see how many user licenses you are utilizing. From Setup > Users, look at the top right and note the total used out of the total available:

User Count Notes

• Only "Active" users count against your total
• Additional user Profiles do NOT count against your total
• If you are a customer working with one of our Partners, the Partner accounts do NOT count against your total

Users Report

The Users Report makes it simple to see all users, their permissions, and any dimension restrictions assigned.

1. Go to Setup > Users
2. Click on "Users Report"
   
3. View Users Report
   

Impersonate User

Impersonating users allows Administrators to ensure that the user's permissions and dimensions are set up as expected.

1. Go to Setup > Users
2. Click on "Login" next to a user (Note: Only primary profiles are available for login, once logged in under the primary profile you can switch to a secondary profile to review those permissions.)
   
3. To stop impersonating the user, click on the user's name in the top right corner and choose "Log Out"

Inactivate User or Remove User

Inactive users will not be able to log in to Martus; they also do not count toward your total user count.

1. Go to Setup > Users
2. Click on "Edit" next to a user
3. On the "Info" tab unselect the "Is Active" checkbox
4. Click Save

Users Learning Path: Primary & Secondary Profiles

User Profiles

Martus offers the flexibility of creating multiple profiles for a user that allows you to assign more than one set of roles and permissions to a user. Secondary profiles allow a single user to use Martus with different user permissions and dimension restrictions. 

Reasons to create multiple profiles for one user include

• The HR Director will need access to all of the Personnel but should only be able to access the Planner Worksheets for her department
• The Department Director will need to view Financials across multiple locations but should only be able to edit worksheets in one
• The Martus Admin will need to review a report with only three out of their five departments shown

Creating a Secondary Profile

1. Go to Setup > Users
2. Click Edit next to the user that requires a secondary profile
3. Go to the Profiles tab
4. Enter a name for the New Secondary Profile and click Create Profile
   
   
   
5. Click on the new profile just created shown in blue
   
   
   
6. Assign Roles and Permissions as desired 
7. Assign Dimension restrictions as desired

Switching Between Profiles

1. Log in to Martus
2. Click on the user name in the top right corner of Martus
   
   
   
3. Click on the appropriate profile
   
   

Important Notes About Profiles

• Any active user in Martus can have secondary profiles
• A user in Martus can have more than one secondary profile
• Only the primary profile counts as a user license and is denoted with an asterisk on the users List
• If a secondary profile is no longer needed, it should be inactivated

Users Learning Path: Multi-Factor Authentication

Multi-Factor Authentication

The requirement for Multi-Factor Authentication is set at the customer level. By default, it is not required. If your organization wishes to require MFA for all users, please contact support and the Martus team can enable this requirement on your behalf. 

Martus offers multi-factor authentication (MFA) utilizing an authenticator app to produce an additional code to keep Martus more secure. If not required, MFA must be initiated from each user account. If allowed, each user can remove MFA from their own account. Martus Admin Users can remove MFA from any user.

Enable MFA

1. Click the user name in the top right corner of Martus
2. Click "My Martus Account"
   
3. Click on Add MFA
   
4. Open the Authenticator App on your phone and scan the code displayed on the screen:
   
5. Enter the code the Authenticator app provides
   
6. The next time you log in you will be prompted to provide the code the authenticator app displays

Disable MFA - User

Each user can enable or disable MFA on their User Account if the organization has not chosen to enforce MFA.

1. Click on the user name in the top right corner of Martus
2. Click "My Martus Account"
   
3. Click "Remove MFA"
   

Disable MFA - Admin

Admin Users can disable MFA for any of their users if MFA is not required at their organization.

1. Go to Setup > Users
2. Click "Edit" next to the appropriate user
3. On the "Info" tab, click "Remove MFA"
   

Users Learner Path: Congratulations! You have reached the end of this path.