Welcome to Isolocity's Support

What does it mean to add authorized users to a template in the Isolocity system?

• Authorized users are personnel who can fill in this form in the applicable inspections module. 

How do I start the process of adding authorized users to a template?

• To start adding authorized users, navigate to the "Team Settings" section within the Isolocity system, to enable the Templates module in the left side bar ." From there, you would navigate back to the specific templates and add the necessary people. 

Why is it important to control who has access to a template?

• Controlling access to a template is important for maintaining the integrity of the data and ensuring that only authorized users can make changes. This prevents unauthorized modifications that could lead to errors or non-compliance.It also  means that users can't complete inspections on processes they are not trained to do or aren't applicable to their role

How do I navigate to the template settings where authorized users are added?

• Authorized users can be added to the Templates through to each individual template, through the templates module.

What are the steps to add authorized users to a template?

• The steps to add authorized users include:

  • Navigating to the "Team Settings" and enabling templates.

  • Navigate to the Templates Module

  • Select the Template you wish to add authorized users for

  • Selecting the users you want to authorize from the list.

  • Saving the changes to finalize the authorized user list

Can I authorize multiple users for a single template?

• Yes, you can authorize multiple users for a single template by selecting them from the user list during the setup process. This allows multiple team members to access and use the template as needed

How do I remove a user’s authorization from a template?

• To remove a user’s authorization, return to the template module. Next select the applicable template and click unapproved at the top of the page to reverse the approval. You can also add and remove authorized users under the “authorized user” section of the template.

What happens if I do not set up authorized users for a template?

• If authorized users are not set up “Off”, then anyone can create an inspection with all templates. Id the setting is “On” no one will be able to use the template if “authorized users” were not assigned. 

How do I ensure that only the right users have access to a sensitive template?

• To ensure that only the right users have access, carefully review the list of potential users and authorize only those who need access for their role. Regularly review and update the authorized user list to maintain security

What should I do if a previously authorized user no longer needs access to a template?

• If a user no longer needs access, return to the template, remove their authorization, and save the changes. This ensures that their access is revoked and that the template remains secure.

How do I save the changes after setting up authorized users for a template?

• After selecting the authorized users, click the "Save" button to finalize the changes. This action ensures that only the selected users will have access to the template

What should I do if I encounter issues while setting up authorized users?

• If you encounter issues, verify that you have the necessary permissions to manage template settings. You may also contact system support for assistance with troubleshooting and ensuring that the setup is correctly configured

How do I review the list of authorized users for a template?

• To review the list of authorized users, navigate back to the template in the Templates module, where you can see the current list of users who have access to the template. This allows you to make adjustments as needed

Why is it necessary to periodically review the list of authorized users?

• Periodically reviewing the list ensures that only current and relevant personnel have access to the template. This is important for maintaining security, especially when team roles change or when users leave the organization

Can I temporarily disable a user’s access to a template?

• In order to disable a user’s access you would need to remove the authorized user. You can add them again when you wanted them to regain their access.

How do I ensure that the authorized user list remains accurate over time?

• Regularly review and update the authorized user list, especially after team changes or project completions. This helps maintain an accurate and secure user list, preventing unauthorized access

What should I do if unauthorized changes are made to a template?

• If unauthorized changes are detected, review the audit logs to identify the user responsible. Revert the changes if necessary, and adjust the authorized user list to prevent further unauthorized access

How do I set up authorized users for multiple templates efficiently?

What is the impact of not managing authorized users properly for a template?

• Not managing authorized users properly can lead to unauthorized access, changes, and potential data integrity issues. This can compromise the effectiveness of the template and lead to non-compliance with organizational policies

How do I communicate changes in template access to the team?

• Communicate changes by notifying team members through email or system notifications, ensuring that everyone is aware of who has access to which templates and why those changes were made

What should I consider when adding a new user to an existing template?

• Consider the user’s role, the sensitivity of the template, and the need for access. Ensure that the user is properly trained on how to use the template and understands the responsibilities that come with access

How do I audit access to templates to ensure compliance?

• Conduct regular audits by reviewing the templates and user permissions

What are the steps for revoking access if a user leaves the organization?

• If a user leaves, immediately remove their access by inactivating them in “User Manager”. This step is crucial for maintaining security and preventing unauthorized access

How do I handle access requests for a template?

• Access requests should be reviewed and approved by the template owner or an authorized administrator. Ensure that the request is justified and that the user has the necessary qualifications to manage or use the template