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.  After adding the initial users for a new customer during implementation, Martus Solutions does not add, inactivate, or update users or 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 and Inactivating Users in Martus

• Adding Users Overview with Video
• Managing User Roles
• Add Users via Import
• Inactivate a User

Managing Users & User Roles

• Understanding User Roles & Permissions
• Review & Update Martus Users
• 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

Adding Users Overview (Video)

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.

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

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.

1. Go 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.
   
   

Set User Permissions

Permissions define the functional areas within Martus that a user has access to, 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.
   
   
   
   

Set 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.)

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.
   
   

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.
   
   

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.

For more information

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

Users Learning Path: Managing User Roles

Inactivate Users

Managing users is key to controlling user access to the data within Martus, and is one of the primary duties of Martus Admins.

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.

Martus users cannot be removed by Martus Admins. When a Martus user leaves your organization, the Martus Admin should inactivate the former user's login to Martus.

Note: Old/inactive users should not be reused to create a new user, as this may have unintended consequences in Martus.

Inactivating Users - Step by Step

1. Go to Setup > Users.
2. Click Edit next to the user that needs to be inactivated.
   • Uncheck Is Active.
   • Click Save. 

Managing User Roles (Video)

User Roles make assigning the same set of permissions to multiple users easy. Roles also control which Dashboard a user will see on their Dashboard report. 

User roles allow for three options:

• Explicitly Allow - the user has this permission
• Explicitly Deny - the user cannot have this permission
• Or Manage at the User Level - a user may be granted this permission on their user record
  
  
  
  
  

Create a User Role

1. Go to Setup > User Roles.
2. Click Add Role.
3. Enter a Name for the role.
4. Assign an existing Dashboard.
5. Grant rights as desired. See this article for more information on how user roles impact users and permission definitions.
   NOTE: Best practice is to explicitly disallow the Admin permission except on the Admin role.
6. Click Save.

Update User Roles

1. Go to Setup > User Roles.
2. Click Edit.
3. Adjust as desired. See this article for more information on how user roles impact users and permission definitions.
4. Click Save.
   
   

Additional Information

• Understanding User Roles and Permissions
• Dashboards

Users Learning Path: Adding Users via import

Add Users Via Import

Users can be imported into Martus via the Users file export. This allows you to create many users quickly using an Excel import. Best practice is to set up a few different users before exporting the template.

Export/Import Step by Step

1. From Setup > Users, click Export Users.
   
   
   
2. Open the file in Excel, and add user information. You can leave any existing users in the file. Ignore any tabs not specifically mentioned below.
   • User tab - Enter basic user information.
     • Enter the email, first name, and last name of the user.
     • Enter 'True' in the ISActive column.
     • Enter the User Role in the Roles column. (Note: Best practice is to copy and paste the Name from the Role List tab.)
   • Dimensions permissions tab(s) - Use these tabs (like Location Permissions, Department Permissions, Project Permissions, etc.) to limit users to specific dimensions.
     • Enter the user's email from the Users tab
     • Enter the External ID for the Code for the desired dimension
     • Optionally enter the Name
     • Add an additional line for each dimension value to which the user has access
     • Enter -1 to grant access to the [Blank] option for dimensions that are not required
       
       
       
3. Save the Excel file.
4. From Setup > Users click Choose File. Browse for the Excel template and click Import Users.

Users Learning Path: Understanding User Roles and Permissions

Understanding User Roles & Permissions

Martus Admins have access to everything in Martus. But non-admin users in Martus have certain types of permissions granted via 3 areas. These areas work together, defining what a non-admin user has access to. Additionally, the Martus subscription impacts user access. 

• Permissions - A user can have functional permissions - mostly related to the menu items in Martus - set on the User record or by the User Role associated with that user.
• Dimensions - A user can have dimension restrictions, which define what dimensions a user can see, also set on the User record. Dimension restrictions are not in scope for this article, but more information can be found here.
• Accounts - Account restrictions are set in Setup > Accounts, and can be overridden on either the User record or by the User Role associated with the user.

A User Role is applied to a User, setting the initial permissions. Where permitted, when Manage at User Level is set on the User Role, those permissions can be granted to a specific User. To manage User Roles, view this article.

Navigate to Setup > Users > Edit User > Permissions to see a user's overall permissions within Martus.

Listing of All User Permission Options 

Below is a list of all of the permission options available, by subscription, and how they behave when granted.

*Feature available at an additional cost for those at the Standard+, Plus, and Premium levels

**Feature available at the Standard+, Plus, and Premium levels

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

Users Learning Path: Review & Update Martus Users

Review & Update Martus Users

It is important to maintain user account integrity and be aware of users' access throughout Martus. There are a few ways to help maintain your users including updating the user information, viewing the Users Report, impersonating a user, and inactivating users that should no longer have access.

Who Can Update Users?

• Admins can make updates in Setup > Users.
• Admins can update other admin users and non-admin users.
• Admins can change non-admins to Admins and change Admins to non-admins.
• If you are working with a partner, Martus Admins can see Partner users but cannot make changes to Partner users.

Contact Martus Support if you have an email domain change. We can mass change your user emails for you!

Update User Info

To update the user information, go to Setup > Users. 

1. Click Edit next to the user you would like to change.
2. Click Unlock User Record.
3. Update the first, last or email address fields.
4. Click Save.

Any changes you save will be reflected on the Activity Log, including any historical data. For example, if a user's name is changed today, the Activity Log will record the name change. Additionally, all previous activity will now show under the new name.

NOTE: Old/inactive users should not be reused to create a new user, as this may have unintended consequences in Martus.

The 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 Users Report.
   
   
   
   View the user, role and permissions, along with any dimension restrictions for that user.
   
   

Impersonate a 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 Login (on the right) next to a user to log in as them. (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 Logout.
   
   

Inactivate a User

When a user no longer needs access to Martus, make their user record inactive. Inactive users will not be able to log in to Martus, and they do not count toward your total user count.  

Note: Old/inactive users should not be reused to create a new user, as this may have unintended consequences in Martus.

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

User License Counts

Martus makes it simple to see how many user licenses you are utilizing, and the total number of licenses available. From Setup > Users, look for the yellow Active Users box.

• 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 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
• There is no limit on the number of profiles that a single user may have

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, create a ticket through the Knowledge Base if you are a direct Martus customer, or contact your Martus reseller if you are supported through one of our Martus partners.

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.