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How to Manage User Access & Security

Updated

1. What This Feature Does

The Manage User Access & Security feature allows administrators to resolve common user access issues and enforce security controls within TitanFile.

This includes:

  • Resetting user passwords
  • Resetting Two-Factor Authentication (2FA) devices
  • Unlocking user accounts

These actions help ensure users can regain access quickly while maintaining a secure environment.

2. Who Can Use It

  • Admin users can manage user access and security

Plan-Based Behavior

For All Plans

  • Admins can:
    • Reset passwords
    • Reset 2FA devices
    • Unlock user accounts

For Enterprise Plans

  • Access to user management actions is controlled by role permissions
  • If a user does not have the required permission in their assigned role:
    • The action will not be available to them

Important

  • These actions are typically used when users:
    • Cannot log in
    • Are locked out of their account
    • Need to reconfigure their authentication settings

3. Step-by-Step Instructions

A. Reset a User Password

  1. Navigate to Settings
  2. Select Manage Users
  3. Locate the user in the table
  4. Click the three vertical ellipses (⋮) under the Actions column
  5. Select Reset Password

  1. Confirm the action
  • The user will receive instructions to reset their password

B. Reset a User’s Two-Factor Authentication (2FA) Device

  1. Navigate to Manage Users
  2. Locate the user
  3. Click the three vertical ellipses (⋮)
  4. Select Reset 2FA Device

  1. Confirm the action
  • The user will be required to reconfigure their 2FA on next login

C. Unlock a User Account

  1. Navigate to Manage Users
  2. Locate the user
  3. Click the three vertical ellipses (⋮)
  4. Select Unlock User

  1. Confirm the action
  • The user will regain access to their account

D. Bulk User Access Actions

  1. Select multiple users from the table
  2. Click the Bulk Options dropdown

Available options:

  • Reset Passwords
  • Reset 2FA Devices
  • Unlock Users

  1. Confirm the selected action

Changes are applied immediately. There is no Save button.

4. What Happens After

  • Password resets trigger a user email with reset instructions
  • Resetting 2FA requires users to set up a new authentication device
  • Unlocking a user immediately restores access

Important Behavior

  • These actions take effect immediately
  • Users may be required to take action on their next login
  • Resetting 2FA does not disable 2FA:
    • It only removes the current device configuration

Security Considerations

  • Only perform these actions when necessary
  • Verify the user’s identity before resetting access
  • Ensure actions align with your organization’s security policies

5. Best Practice

To manage user access securely:

Verify Before Acting

  • Confirm the request is legitimate before resetting access

Use the Right Action

  • Reset Password → Login issues
  • Reset 2FA → Device or authentication issues
  • Unlock User → Account lockouts

Use Bulk Actions Carefully

  • Double-check selected users before applying bulk changes
  • Bulk actions cannot be easily reversed

Maintain Security Standards

  • Follow internal security protocols
  • Avoid unnecessary resets

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