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How to Manage Users with the new User Management Wizard

Disclaimer: The new version of User Management is currently only available to some PyraCloud users. If you cannot see the User Management wizard, then SoftwareONE will need to migrate your data first.


The User Management feature is available to all PyraCloud customers. It allows PyraCloud Administrators to do the following:

  • Add new users
  • Change account security settings
  • Manage feature permissions
  • Manage user access to companies*
  • Manage user access to Spend Management*
  • Manage user access to Collaboration Site folders*
  • Block user access to PyraCloud

*… this functionality only applies to certain PyraCloud features.

Access User Management

The User Management feature can only be accessed by users that have admin privileges. Admin privileges are set up for your specified users during the PyraCloud onboarding process.

In order to access User Management click on “Setup” > “User Management” as shown below:

Figure 1 – Access User Management

Browse User List

The User Management main page shows a complete list of PyraCloud users. The following user information is displayed:

  • Username
  • E-mail
  • Last Login Date
  • User Type

Click on “View” in the “Actions” column to view summary information for that user (see details in Review & Edit User).

Figure 2- View user details

Search for a User

Use the search field to search for a specific user. Simply type the user name or email address to filter the user list.

Figure 3 – Search for a user

Add a User

Choose “Add User” to add a PyraCloud user.

Figure 4 – Add a user

Then follow the steps show in the User Management Wizard to define the user. These steps are documented in the User Management Wizard section below.

User Management Wizard

User Management has a wizard that guides you through the process of adding a PyraCloud user. The same structure is also used to edit an existing PyraCloud user.

The steps are shown in 3 different visual ways depending on their status:

  • Green number – these are steps which can be done
  • Gray – these are steps which can only be done once another step has been completed. The step number and name of the step is grayed out
  • Green tick – steps which are done are ticked off in green. That means that a User Management administrator has explicitly saved this step at least once.

The name of the active step is displayed in bold.

Figure 5 – User Management steps when starting to add a user
Figure 6 – User Management steps for an existing user (example)

User Details

Specify the following for the user:

  • E-mail address
  • First name
  • Last name

The PyraCloud user will get the same feature permissions as the User Management administrator. The feature permissions can be updated in the “To-Do Feature Permissions” step.

Figure 7 – User Details when adding a user

Account Security

If required, specify the account security settings:

  • E-mail verification: If the user has not logged on for a specified number of days, they must verify their e-mail address before they can login to PyraCloud
  • Verification check on every login: Users must use multi-factor authentication (MFA) during their login to PyraCloud
  • Automated account blocking: If the user has not logged on for a specified number of days, then they are automatically blocked and cannot login to PyraCloud before being unblocked.
  • Password expiration: Number of days after which they user must change their password. This setting can only be specified for users who login to PyraCloud with a username and password.
Figure 8 – Account Security settings

Feature Permissions

Specify which PyraCloud features the user is allowed to use in this step:

  • Select the user type PyraCloud Administrators have access to User Management and can manage user access
  • Users do not have access to User Management
Figure 9 – Feature Permissions: User Type
  • Enable feature permissions for a user
    • Browse the list of permissions or search for the permissions
    • Use “Enable all” or “Disable all” to grant or revoke all permissions of a feature
    • “Enable all” and “Disable all” will only apply to the search results
    • If the dollar icon is displayed next to a feature permission, then it is for a paid feature. Otherwise this feature is free of charge.
Figure 10 – Feature Permission: Browse with “On / Off” Toggle (also shows “Enable All”, “Disable All” and dollar icon for paid features)
  • If an “i” icon is displayed next to a permission, hover over the icon to read a more detailed description.
Figure 11 – Feature Permission: Search with “On / Off” Toggle (also shows information icon for detailed description)

Note: User Management Administrators can only give users access to features which their own user has. This is the reason why User Management Administrators cannot manage the feature permissions of their own user. If they remove feature permissions from their user, then they can not give access to those permissions to other PyraCloud users anymore.

Company Access

Manage the companies for which users get access to in this step. Company Access is only available when a permission is enabled for a user that requires them to define the company access, e.g. procurement.

Click on the checkbox to grant users access to a folder:

Figure 12 – Grant users access to companies with checkboxes

Grant access to the complete company structure by clicking on the checkbox of the folder at the top. Alternatively, grant access to any part of the company structure.

Grant different access in the following order:

State of CheckboxDescription

Users do not have access to companies in that folder nor any sub-folder

Users have access to all companies in that folder and all sub-folders. Users will automatically have access to any companies that are added to these folders or as separate sub-folders in the future.

Users have access to all companies in that folder and to some sub-folders. Users will NOT have automatically access to any companies that are added to these folders or as separate sub-folders in the future.

Procurement Settings

In this step you can specify additional procurement settings. It is only available when at least one permission of the “Procurement” feature is enabled for the user.

Fill out the required data fields.

Figure 13 – Available Procurement Settings (also shows that the settings are country-specific)

Note: The procurement settings are country-specific. If users can purchase from SoftwareONE in Switzerland and the US, then the users can have different settings for those 2 countries.

Hover over the “i” icon to read a more detailed description for each procurement setting.

Spend Management Access

User Management provides extensive capabilities to define user data access for Spend Management in PyraCloud. It is possible to limit user access by Accounts or Custom Groups. This step is only available when permissions for a “Spend Management” feature is enabled for the user.

Figure 14 – Spend Management Access

Specify the level of access for the user to the Spend Management data:

  1. Full Access: Users can access all data without any restrictions. Every user has full access by default.
  2. Accounts: Users can access the data for all granted providers and subscriptions
  3. Custom Groups: Users can access the data for all granted custom groups
  4. Full Access

“Full Access” is already selected. If required, select it and click on “Save and Continue”

Figure 15 – “Spend Management” Access: Full Access
  1. Accounts
  • Click on the “Accounts” radio button
  • Click “Next”
  • Specify for which providers, tenants and / or subscriptions the user needs access.

Note: If users have access on the “Provider” level, then they have access to all tenants and subscriptions of that provider (including those added in the future).

  • Click on “Save and Continue”
Figure 16 – “Spend Management” Access: Accounts (Next)
Figure 17 – “Spend Management” Access: Accounts (Provider, Tenant, Subscription)
  • Custom Groups
  • Click on the “Custom Groups” radio button
  • Click “Next”
  • Specify for which group(s) the user needs access.

Note: User will be able to see all resources assigned to the assigned groups, and all Spend Management data related to those resources.

Note: When users have access to a “parent” group, then they have access to the “parent” and all its “child” groups.

  • Click on “Save and Continue”
Figure 18 – “Spend Management” Access: Custom Groups (Next)
Figure 19 – “Spend Management” Access: Custom Groups (Selected Groups)

Collaboration Site Access

In this step you can manage the user access to folders which exist in the Collaboration Site. It is only available when a “Collaboration Site” permission is enabled for the user.

  • Specify the level of access for the user for each Collaboration Site folder
  • Click on “Save and Continue”

Specify the following:

  • None: Users cannot access these folders
  • Read: Users can access files in these folders but they cannot change or upload files
  • Read, Write: Users have full access to these folders
Figure 20 – “Collaboration Site” Access: Access level per folder

Review and Edit User

This step shows a summary of the user for you to review.

  • It shows a limited view of what is enabled for the “Feature Permissions” and “Company Access” steps OR
  • A summary with numbers for all other steps, e.g. x / y account security settings are enabled

This is the last step before informing the new users about their PyraCloud access or the starting point when viewing existing users.

Click on “Edit” for one of the sections, or click on the step in the wizard to update the user.

Figure 21 – Review & Edit User step: overview with “Edit”
Figure 22 – Review & Edit User: Limited view about what is enabled for “Feature Permissions” and “Company Access”
Figure 23 – Review & Edit User: Summary information with numbers

Inform User

You are now ready to inform new users about their access to PyraCloud.

The PyraCloud welcome e-mail can only be sent once and the step will no longer be shown in the User Management wizard.

If users delete or lose their PyraCloud welcome e-mail, they can go to the PyraCloud login page where they can click on the “Don’t remember your password?” link to reset their password.

Figure 24 – Inform Users with “Send Welcome Email” button

Note: If User Management administrators want to hand-over PyraCloud credentials to their users later (e.g. after an introduction meeting), then they can either wait with the “Inform User” step or send the welcome e-mail to them and forward it separately.

Updated on February 12, 2021

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