Entities/Customers

Entities Overview

Entities enable the organization and grouping of users with specific functions, either within an organization (e.g., departments like HR or Sales) or externally (e.g., clients, partners, or suppliers). These groups are granted access to a predefined set of assessments and/or assessment groups, making them essential for tailored resource management. For example, a tenant may create an entity for each customer they serve, assign unique permissions, and define accessible resources.

How to Create an Entity

To create an entity, tenant users can follow these steps:

1. Navigate to the Entities Section:

• Log into the platform using your tenant account credentials.
• Access the Entities module from the main navigation menu.

2. Initiate Entity Creation:

• Click the "Add New Entity" or similar button (e.g., "+" Button or "Create Entity").
• You will be directed to the entity creation form.

3. Provide Basic Information:

• Fill out the entity's basic details, including:
  • Name: The name of the entity (e.g., "Customer A" or "HR Department").
  • ID: A unique identifier for the entity.
  • Contact Email: The primary email address associated with the entity for notifications and communications.

4. Add Primary or Owner User:

• Assign a primary user or owner user account to the entity:
  • This user has rights to manage operations and users within the entity.
  • Provide the user's full name, email, and other required details.

5. Configure Application Modules:

• Define the modules the entity will have access to depending on their specific requirements:
  • Examples of selectable modules: Access to Data Pools, Approval Flows, or Raw Response Data PDF Downloads.

6. Configure Metadata (Optional):

• Set up additional metadata for the entity to capture specific organizational and user details:
  1. Customer Relational Metadata:
     • Add details such as:
       • Industry Type: The type of industry the entity belongs to.
       • Country of Operations: The primary country where the entity operates.
       • Headcount: The approximate size of the organization or group.
  2. User Operational Metadata:
     • Add custom metadata for users linked to the entity, such as:
       • Department or Team the user belongs to.
       • Job Title, Tenure, or their Manager’s Email.

7. Link Subscription Plans:

• Select and assign one or more subscription plans to the entity:
  • This determines the assessments and/or assessment groups the entity will have access to.
• Ensure the right plan fits the entity's needs for functionality and resource access.

8. Review and Save:

• Carefully review all entries, including the entity’s details, metadata, and linked subscription plans.
• Click "Save" or "Activate" to complete the entity creation process.

Key Steps Summary:

Key Features of Entities:

Context

Entities allow tenants to efficiently manage groups of users with tailored features, access controls, and resources. They can represent internal business units (e.g., Sales Teams, HR Departments) or external customers and partners. By leveraging features like metadata configuration and subscription plan linking, tenants can ensure customized, organized, and secure access for each entity, boosting collaboration and operational efficiency.