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All Users

The All Users feature allows you to manage users across tiers.

Foundation and Enterprise Lite Administrators can perform all tasks. In Enterprise, the tasks are divided between the System Administrator and the Tier Administrator.

NOTE: If your organization authenticates into EthicsPoint through Platform, your Platform administrator may have to manage many of the settings you see in this section. If you see user settings in EthicsPoint that you cannot change, they most likely are managed by your organization's Platform administrator.

Topics in this section include:

See also Users

Adding New Users

Foundation and Enterprise Lite Administrator

Enterprise System Administrator

Tip: If your organization authenticates into EthicsPoint through Platform, new user profiles must be created in the Platform in order for users to sign in to the system. Administrators receive email notifications when new user profiles are created in the Platform.

  1. From the Admin tab, select User Admin > All Users.
  2. Click Add New User.
  3. Fill in the required personal information.
    • First name
    • Last name
    • Title
    • Email
    • Phone
  4. Choose one of the following options:
    • If this is a primary user, select Dedicated User. This assigns a dedicated seat license to the user, which guarantees the user has access to the system regardless of how many other users sign in.

    Note: Once you assign a user a dedicated seat license, you cannot downgrade the user to a concurrent seat license.

    • If your organization uses concurrent seat licenses, leave this option blank to assign a concurrent license to the user. That is, the user will share a license with other users.

    Tip: As long as a dedicated seat license is available, you can elevate a concurrent user to a dedicated user. If a concurrent user is frequently unable to gain system access because all the concurrent licenses are in use, we recommend assigning the user a dedicated license. If you need additional dedicated licenses, contact your NAVEX Account Specialist.

  5. Fill in the required Access information.
    • User name: This is the name with which the user will sign in to the system.

    Note: If your organization is using third-party authentication, administrators will not see the password fields.

  6. Select the type of system Access for this user.

    • System Access: Allows the user to sign in to EPIM.
    • Synopsis Fields: Allows the user to view and edit Synopsis fields.
    • Premium Analytics: Allows the user to access the Premium Analytics tab on the Analytics tab.
    • Web Services: Indicates that this user is a web services user only (not selectable, but you can set the username and password for this user).
  7. Set whether you want this user to receive notifications or not. Checking the box stops configurable notifications for this user.
  8. (Optional) Type any notes as needed.
  9. Click Save.

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Sending Email Messages to Users

  1. From the Admin tab, select User Admin > All Users.
  2. Select users.
  3. Click Email.

Caution: Do not change any text between %, such as %FIRSTNAME%, %LASTNAME%, and %USERNAME%. The system fills in the correct information for each user when you click Send. If you change this information, the user will not know how to sign in to EthicsPoint Incident Management.

  1. Click Send.

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Applying User Templates to Users

  1. From the Admin tab, select User Admin > All Users.
  2. Select the users that you to add to a user template.

Note: You cannot add system administrators to user templates.

  1. Click Apply Template.
  2. Review the users, and then click Next.
  3. Select a user template, and then click Next.
  4. Review the Tier Access and Automatic Case Assignments for this template, and then click Next.
  5. Click Yes to apply the template to the users.

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Editing User Details

Foundation and Enterprise Lite Administrator

Enterprise System Administrator

  1. From the Admin tab, select User Admin > All Users.
  2. Click the Name of the user.

Note: You cannot edit user details for other system administrators.

  1. Edit the fields and change the options.
  2. Click Save.

Editing Exceptions

If your organization is using the Platform, you cannot edit some portions of the user profiles from the Admin tab. The following fields can be edited only through the Platform:

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Giving Users Access to Tiers

Foundation and Enterprise Lite Administrator

Enterprise System Administrator

  1. Before adding a user to a tier, check whether the user is named in a case in that tier.
  2. From the Admin tab, select User Admin > All Users.
  3. Click the Name of the user.

Note: System administrators already have access to all tiers. You cannot change their tier access.

  1. Click the Tier Access tab.
  2. Select one or more tiers. This determines the tiers in which the user will be active.
  3. Select an access level for each selected tier. This defines how a user can access and work with cases. Without it, the user cannot sign in.
  4. (Optional) Select Tier Admin to make this user a tier administrator in a tier.
  5. Click Save.

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Restoring Locked Out Users

Foundation and Enterprise Lite Administrator

Enterprise System Administrator

If your organization uses the account lock-out feature, users have a maximum number of consecutive attempts to sign in to EthicsPoint Incident Management before their accounts are locked. Your organization determines the number of sign-in attempts and can request your NAVEX Account Specialist change it.

When a user exceeds the allowed number of sign-in attempts, the system automatically disables the user's online access. Then the system notifies the user by email message and sends copies of the message to the tier administrators and system administrators for the user.

Note: Only a NAVEX Account Specialist can restore a system administrator's account (Enterprise) or an administrator's account (Foundation and Enterprise Lite).

  1. Contact the user to verify that the user was unable to sign in. If the user was not the one attempting to sign in, the user's account may have been compromised.
  2. From the Admin tab, select User Admin > All Users.
  3. Click the Name of the user.
  4. If the user was not the one attempting to sign in, change the User name in the Access section.
  5. Change the user's password.
  6. If the System Access checkbox isn't checked, the user doesn't currently have access to the system and may be archived. Make sure the checkbox is checked to allow the user access to the system.
  7. Uncheck the User Locked Out checkbox to unlock the user.
  8. Click Save.
  9. Send an email message to the user.

Adding Automatic Case Assignments by User

  1. From the Admin tab, select User Admin > All Users.
  2. Click the name of the user.
  3. Click the Automatic Case Assignment tab.
  4. If more than one tier is available, select a tier.
  5. In the row for the issue that you want to assign to this user, select Assign.
  6. (Optional) If you want the assigned user to be designated as a primary assignee, select Primary.
  7. (Optional) If you want the user to receive an email message when he or she is assigned to non-hotline cases with this issue, select Notify.
  8. Click Save.

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Deleting Users

Foundation and Enterprise Lite Administrator

Enterprise System Administrator

When you delete a user, the system permanently excludes the user from EthicsPoint Incident Management. This includes the following actions:

However, the case history remains after you delete a user. The system will still list the user's name and activities.

Caution: Deleting a user is permanent and irrevocable.

  1. Click the Assignments tab and make note of all cases and tasks assigned to the user whom you want to delete.
  2. Reassign the cases and tasks assigned to this user.
  3. From the Admin tab, select User Admin > All Users.
  4. Click the Name of the user.
  5. Select Select to delete this user from the system.
  6. Click Save.

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