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Organisation & Account Management

Organisation

When the first user account is created, the organisation is also created and configured.

User Management

When muttiple users are logged into the ADC Portal, you can see who else from your team is viewing the same Portal page. Coloured initials appear as avatars in the top bar so you always know when colleagues are working alongside you.

Adding Users

Additional user accounts can be added to the organisation. Permissions granted to each user are based on the role(s) allocated either directly to the user or via group membership and the permissions configured for those role(s).

New users can be added individually or in bulk via a CSV file.

To add a new individual user:

  1. Click LOADBALANCER | PORTAL in the main menu bar to view the Dashboard.

  2. In the Users panel:

    • If this is the first user to be added, click Invite user.

    • if users already exist, click Manage my users.

      • Click the Add user button.

  3. The Invite User form will be displayed:

    add user

  4. Specify and confirm the Email address of the new user, then click Next.

  5. Select the required Role(s) and click Next.

  6. If any groups have already been configured, select the required Group(s) and click Next.

    At least one role or group must be selected.
    For more information on roles and groups, see Roles & Groups below.

  7. Click Submit.

  8. The account will be added in an "Invited" state and an activation email will be sent to the email address provided.

  9. Ask the new user to open the email and click on the link to complete the activation process.

    If the activation email doesn’t arrive, advise the user to check in any spam folders. The activation email will come from noreply-portal@loadbalancer.org.
    The new user will need to download their account private key during the activation process. This key is required if the user forgets their password and wants to reset it. Advise the user to store it in a safe location.

To import multiple users:

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Organisation.

  2. Select the Users tab.

  3. Click the Import users button.

  4. Select the CSV file containing the users.

  5. Click Open.

  6. The field mapper will be displayed.

    import users
    If the CSV file format described below is used, all CSV headings and fields will be matched automatically. If a different field layout is used, these can be mapped as required using the field dropdowns. Any errors found in the CSV file will be displayed.

  7. Once the mappings are correct, click Confirm to import the users.

CSV File Format

Field Position Field Name Purpose Required Field? Notes

1

email

email address of the user

Yes

valid email address, 3 chars min, 254 chars max.

2

roles

which roles to assign to the user

Yes

can be specified as the role name or ID. If multiple roles, specify in quotes and separate with commas, e.g "viewer,scheduler" or "01,02". 3 chars min, 254 chars max.

3

groups

groups the user should belong to

Yes

can be specified as the group name or ID. If multiple groups, specify in quotes and separate with commas, e.g "viewer,scheduler" or "01,02". 3 chars min, 254 chars max.

4

disabled

whether the user account should be disabled on creation

No

either "Yes" or "No". If this field is used, a value must be specified for all users in the file.

CSV file Examples:

email,roles,groups
harry.smith@example.com,viewer,group1
dan.walters@example.com,viewer,group1
email,roles,groups,disabled
harry.smith@example.com,"viewer,scheduler","group1,group2",no
dan.walters@example.com,viewer,group1,yes

Deleting Users

To delete a user:

  1. Click the three dots menu next to the user to be deleted.

  2. Click Delete, then click Confirm to delete the user.

It’s not possible to delete the user that created the first account and the organisation.

Password Reset

Passwords can also be reset whilst logged in to the ADC Portal. For details, see Account Settings.

If a user has forgotten their password and is unable to login, it can be reset using the Forgot password? link on the ADC Portal login page.

To reset your password:

  1. On the Portal login page, enter your email address and click Continue.

  2. Click the Forgot password? link.

    portal password reset1

  3. Enter your email address and select your user private key, then click Next.

  4. You’ll be prompted to enter a new password.

    portal password reset2

  5. Enter and confirm your new password, then click Next.

    portal password reset3

  6. Download your new private key file and store it in a safe location. The previous user key can be discarded as it’s been superseded by the new key.

  7. Once your private key has been downloaded, the Go to Portal sign-in button can be clicked.

    portal password reset4

  8. Once clicked, you’ll be taken to the ADC Portal login page.

  9. Enter your email address and new password to access the ADC Portal.

Roles & Groups

Roles

Roles define a set of permissions that can be assigned to users. Three roles are included by default:

  • Owner - full access to all data and settings.

  • Maintainer - full access to all data and settings except for user, group, role and account settings where read-only access is provided.

  • Viewer - read-only access to all data and settings.

In addition, custom roles can be configured either from scratch or by duplicating one of the default roles and then customizing permissions to suit specific requirements.

To create a new role from scratch:

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Organisation.

  2. Select the Roles tab.

  3. Click the Add role button.

  4. The Add Role form will be displayed:

    add role

  5. Specify an appropriate Role name, e.g. Manage Schedules and click Next.

  6. Under the Role Management section either click Expand all or expand the relevant section(s) individually.

    add role management

  7. Select the required permissions. In the example above, all permissions related to schedules have been granted.

  8. click Next, then click Submit.

To create a role by duplicating an existing role:

  1. In the User Management form select the Roles tab.

  2. Click the three dots menu next to the role to be duplicated.

  3. Click Duplicate.

  4. Specify a name for the new role and click Next.

  5. Under the Role Management section either click Expand all or expand the relevant section(s) individually.

  6. Configure the required permissions.

  7. Click Next, then click submit.

To delete a role:

  1. Click the three dots menu next to the role to be deleted.

  2. Click Delete, then click Confirm to delete the role.

Groups

A group can have one or more associated roles and each group can contain multiple users. This enables user permissions to be assigned based on group membership.

To create a group:

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Organisation.

  2. Select the Groups tab.

  3. Click the Add group button.

  4. The Add Group form will be displayed:

    add group

  5. Specify an appropriate Group name, e.g. Manage Schedules and click Next.

    add group select roles

  6. Select the role(s) to be allocated to the group (this can be done later if preferred), then click Next.

  7. Select the user(s) that will be members of the group (this can be done later if preferred), then click Next.

  8. Click Submit.

As an example, if multiple users were allocated the default Viewer role when first created, they would have read-only access to all data and settings. If you wanted to allow those users to configure and manage schedules, they could be made members of the Manage Schedules group created above. Since the Manage Schedules role created above is associated with this group and provides full permissions to all scheduler related functionality, this would grant the required permissions.

To delete a group:

  1. Click the three dots menu next to the group to be deleted.

  2. Click Delete, then click Confirm to delete the group.

Security

Portal Activity Audit Log

Auditing enables Portal admin users to track events occurring on the Portal. Tracked information includes date/time, user, activity type and activity description (session log).

To view the audit log:

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Organisation.

  2. Using the menu to the left, select Security > Auditing

    security

  3. To order by a particular column, click the column heading. The sort order (ascending or descending) is indicated by the arrow. Click the column heading again to change the sort order.

Security Assertion Markup Language (SAML)

SAML enables Portal login using a SAML identity provider’s single sign-on functionality.

To enable SAML login for the organisation:

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Organisation.

  2. Using the menu to the left, select Security.

  3. In the Security menu select SAML.

    saml

  4. Copy the data required using the links provided and paste this into the relevant fields in your chosen SAML provider’s configuration screen.

  5. Click Next.

  6. Copy the Metadata URL from your SAML provider and paste this into the field provided in the ADC Portal.

  7. Click Submit.

If you need any assistance configuring SAML, please contact our support team.

Sessions

To modify the default session timeout:

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Organisation.

  2. Using the menu to the left, select Security.

  3. In the Security menu select Sessions.

    session timeout

  4. Select the required Session timeout in minutes.

  5. Click Submit.

Namespaces & Tags

Namespaces allow ADCs to be organized into user-defined groups to simplify management. Each ADC can reside in one Namespace at a time, ensuring a clean and efficient structure. In addition, up to 30 user-defined tags can be added to each ADC to help organize your infrastructure more effectively. Namespaces can be added as detailed below, Tags are specified and created when ADCs are added to the Portal.

For example, Namespaces could be used to indicate where ADCs are located and Tags could be used to indicate which support team is responsible for the ADC. All ADCs in a particular location could then be viewed by selecting the relevant Namespace using the Namespaces dropdown and all ADCs supported by a particular team could be found by specifying the relevant Tag in the ADC search box.

Namespaces and Tags are allocated when ADCs are added to the Portal. They can also be modified later if required by editing the ADC - for more information, see ADC Actions Menu.

To add a new namespace:

  1. Click LOADBALANCER | PORTAL in the main menu bar to view the Dashboard.

  2. In the Namespaces panel, click View my Namespaces.

  3. Click the Add namespace button.

  4. The Add namespace form will be displayed:

    add namespace

  5. Specify a Name for the new namespace and click Add.

To delete a namespace:

  1. Click the three dots menu next to the namespace to be deleted.

  2. Click Delete, then click Confirm to delete the namespace.

Subscriptions

To view the organisation’s current ADC Portal subscription:

  1. Click the Subscriptions menu icon in the top right side of the main menu bar.

All features that are included are listed under each subscription level.

If you want to change your subscription, click the relevant Contact Sales button to open a chat window and discuss your requirements. Alternatively, email sales@loadbalancer.org.

Licensing

This functionality is coming soon.

Settings

To update the Organisation’s name or telephone number:

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Organisation.

  2. Using the menu to the left, select Settings.

    organisation settings

  3. Update the organisation Name and Contact Number as required.

  4. Click Update Settings.

Account

Single Sign-On (SSO)

SSO can be enabled for each ADC Portal user account. SSO simplifies Portal access by utilizing login credentials from another system. SSO can be enabled using Google Workspace, Azure AD or SAML (depending on subscription level) protocols.

To configure SSO:

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Account.

  2. Using the menu to the left, select Single Sign-on (SSO).

    sso

  3. Select the relevant Connect button and enter the credentials for the account to be used.

  4. Follow the steps to complete the process.

To configure SAML for the organisation, see Security Assertion Markup Language (SAML).

Two Factor Authentication (2FA)

2FA can be enabled for each ADC Portal user account. 2FA requires a unique code in addition to the user’s password. This code is supplied to the user via an SMS text message or via an authenticator app such as Google or MS Authenticator.

To configure 2FA:

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Account.

  2. Using the menu to the left, select Two-Factor Authentication.

    2fa

  3. Select the relevant Setup button and follow the steps to configure 2FA.

Encryption & Keys

Key access and management permissions depend on the role(s) allocated either directly or through group membership.

Users Allocated the Owner Role

Users allocated the Owner role are able to download both their UserPrivateKey and the OrgPrivateKey.

Users not Allocated the Owner Role

Users who are not allocated the Owner role can download their UserPrivateKey, but cannot download the OrgPrivateKey. Instead, they must request permission to access the OrgPrivateKey. Access to the OrgPrivateKey is required for various tasks such as downloading backups.

Accessing & Downloading Keys

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Account.

  2. Using the menu to the left, select Encryption & Keys.

    recovery

  3. Click the lbUserPrivate.key link to download the user private key.

  4. Enter your password when prompted and click Submit.

  5. Click the lbOrgPrivate.key link to download the organisation private key.

    Only users allocated the Owner role can download the OrgPrivateKey. The image above shows options for a user who has not been allocated the Owner role. This user can only use the Request Key button. Once access is requested, a user who is allocated the owner role must approve the request to access the key. The key is then accessed via the Portal when needed, the actual key cannot be downloaded.

  6. Enter your password when prompted and click Submit.

  7. Save the keys in a safe place.

Viewing Key Access Requests

  1. Login as a user who is allocated the Owner role.

  2. Click LOADBALANCER | PORTAL in the main menu bar to view the Dashboard.

  3. In the Users panel, click Manage my users.

  4. If there are pending requests they will be listed in the Requested Keys tab as shown below.

    approve key request

  5. Requests can be accepted or rejected using the relevant button.

Settings

To change the account name, contact details or password:

If a user has forgotten their password and is unable to login, see Password Reset.

  1. Click the Portal menu icon in the top right corner of the main menu bar and select Account.

  2. Using the menu to the left, select Settings.

    account settings

  3. Update the required settings.

    To change the password you’ll be prompted to enter your current password.

  4. Click Update Settings.