Users
Create and edit user accounts, set passwords, disable and delete accounts.
Under Users, administrators manage all accounts. Managers do not see this area.
Accounts are created in two ways:
- Manually: an administrator creates the account in the dashboard and sets a password.
- Through Microsoft: if Microsoft sign-in is set up, the account is created automatically when a person signs in with Microsoft for the first time. It has no password in LOKI.
LOKI does not send an invitation email. Tell new people the address of the chat, their username and their password yourself.
Creating an account
Open the form
Under Users, click Create new.
Enter the details
- Username: what the person signs in with, for example
johndoe. - Email: required. LOKI sends the link to this address if the person has forgotten their password. Each address may only be used once.
- Administrator: only switch this on if the person is to manage the whole dashboard. Administrators get no tools in the chat (see Concepts).
- Group: optionally, a first group that the person joins as a member. You add further groups later under Groups. For administrators this field is locked.
- Password and Confirm password: at least 8 characters.
Create the account
Click Create user. After “User … successfully created!” the form stays open, so you can create the next account straight away.
No group, no access
A new account without a group sees only “No access” in the chat. Only a group with documents and tools makes LOKI usable for the person.
Choose a password that does not consist only of digits, is not commonly used and does not resemble the username. Ask the person to replace it with their own via Forgot password? after signing in for the first time.
The user list
All users shows each account with its username, email, whether it is an administrator and whether it is connected to Microsoft. Use Search users… to find accounts by name or email; under Filters you can narrow the list by Role.
Click an account to open its detail page.
Editing an account
- In the list, click the pencil (Edit) next to the account.
- Change Username, Email or Administrator.
- To set a new password, enter it under New password. If you leave the field empty, the existing password stays.
- Click Save.
This is also how you help people who have forgotten their password and do not receive an email.
You cannot remove your own administrator rights. Accounts that were created through Microsoft do not get a LOKI password; they always sign in through Microsoft.
An account's detail page
The detail page has three tabs.
Account
Shows the email, Role, Status and Microsoft connection, along with the person's LOKI groups and Microsoft groups. This is where you disable and delete the account.
Access
Answers the question “What does this person actually see?”:
- Visible documents: every document the person can find in the chat, with its source (LOKI or SharePoint) and the group through which they have access.
- Usable tools: every tool the person may use, and the group through which they have it.
This view is the quickest way in when someone gets in touch because LOKI cannot find a document. Access is not changed here but through Groups.
Activity
Shows, for the last 7 days, 30 days or 3 months, how many chats and requests the person had and how many documents they uploaded, changed or deleted. The content of chats cannot be seen here.
Disabling or deleting an account
| Disable account | Delete user | |
|---|---|---|
| Signing in | no longer possible | no longer possible |
| Chats | are kept | are permanently deleted |
| Undo | at any time with Enable account | not possible |
For people who leave the organisation or should temporarily have no access, Disable account is usually the right choice.
Here's how:
- Open the account's detail page, Account tab.
- Click Disable account, or under Danger zone click Delete user and confirm.
A disabled account is marked Disabled. When disabling, LOKI also disconnects the account from Microsoft. You can neither disable nor delete your own account.
Microsoft accounts
If an account is blocked or deleted in Microsoft Entra ID, it loses in LOKI all the rights it had through Microsoft groups as soon as the next sync has run. The LOKI account itself stays active, with the rights from LOKI groups. To block access completely, also disable the account in LOKI.