Accounts

Manage user authentication and access control within MRI Evolution security framework. User Accounts provide fundamental system access requiring license assignments and permission configurations, enabling secure user authentication and role-based access control across all facility management operations and system features.

Available from 7.0.0.0

The ability to create 'cloned' Support Accounts has been added, allowing MRI Support staff to gain access to a client's system using an Account that is as near as possible to a given real life user in order to diagnose and analyse client's issues.

It is only possible to create Support Accounts if Okta is enabled in the client's system.

The process must be initiated:

by a client's user with the necessary permission granted
from within the Account record that is to be cloned

Settings > User Accounts > Accounts
or
Settings > System Administration > User Accounts & Security > Accounts

The link will open the User Accounts grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new User Account click New , to edit an existing User Account click Edit . A pop up window will appear which will allow the creation or amendment of a User Account.

Click to view - User Account Fields and Descriptions

Field Name	Description
General Tab
Login Name	The unique username identifier that this user must enter to authenticate and access the Evolution system (e.g., "jsmith", "john.smith", "jsmith@company.com"). Must be unique across all system accounts and cannot be changed once the account is created without affecting audit trail integrity. Should follow your organization's user naming convention for consistency (firstname.lastname, email address, employee ID, etc.). This login name appears in system logs, audit trails, task assignments, and activity tracking. Case-sensitive depending on authentication configuration. For Active Directory/LDAP integration, should match the domain username exactly.
Description	A free text description of the User.
Full Name	The full name of the User- this name will appear throughout the system, including any audit trails.
Email	The Email address of the User.
Use Windows Authentication	Check to enable auto-login using the LDAP (Lightweight Directory Access Protocol) account.
LDAP Account	If enabled, enter the User's LDAP account detail.
Account Disabled	Check to disable a User Account and prevent log in, typically used for Users that have left the company.
Guest Account	Check if this is to be a Guest Account - for use with the Evolution Reach module.
Locked Out	Check to temporarily lock a User out of the account - this will auto-check if the number of unsuccessful login attempts made by a user is equal to the value defined here: No of Login Attempts before Lockout.
Account Profile	Available from 5.1.0.0 From the drop down select an appropriate Account Profile or leave as the Default Profile.
Translation Set	From the drop down select the Translation Set applicable to the User.
Time Zone	From the drop down select the Time Zone applicable to the User.
Default Database	From the drop down select the Database applicable to the User.
Locale	From the drop down select the Locale applicable to the User.
Intuitive User	Available from 4.4.4.0 The Box will be auto-checked if the User has been granted Intuitive BI licences
Intuitive User Role	Available from 4.4.4.0 From the drop down select the Intuitive BI User Role System Designer Dashboard Designer Dashboard Viewer Restricted Viewer
Intuitive Contract Filters Enabled	Available from 4.4.4.0 Check the box for Contract View assignments to be applied to the Users view of Intuitive BI Dashboards
Evolution Go User	From the drop down select the Evolution Go User Account - for use with the Evolution Go module. Available from 5.9.0.0 The field has been renamed from FSI Go to Evolution Go.
Force Change Password	Check to force a User to change their password on the next login.
Password	The initial secure password for this user account to authenticate with their login name. Must meet the password complexity requirements configured in Account Policy settings (minimum length, character types, special characters, etc.). For new accounts, this sets the user's first password; administrators can also use this field to manually reset a user's password if locked out or forgotten. The password is encrypted in the database and never displayed in plain text. Users can change their own password through the system interface once logged in. Consider enabling "Force Change Password" to require the user to create their own password on first login for security best practices. Not applicable if using Windows Authentication or external LDAP/Active Directory authentication.
Password confirmation	Confirm the User's password.
Password Never Expires	Check the box to exclude the current user from being controlled by the Max Password Age setting.
Notes Tab
Notes	A free text notes section about the User.

User Accounts Additional Icons

Additional Icons	Name	Description
	Copy	Click to open a Copy Settings pop-up and to make a copy of the current Account. Select from the following options to copy from the existing Account to the new Account: Permissions Preferences Licences Task Ranges Purchase Order Ranges Quotes Ranges Available from 7.0.0.0 The copy Account functionality has been enhanced to include these additional options: Contract Groups Assignments Document Repositories Facilities Booking Buildings and Locations Stock Locations Publishing Resource Planner Colour Sets Published Concept Reports Published Crystal Reports Published Buildings Assigned Resources Published Clients Published Attribute Groups Published Suppliers Homepage Menu Links Standalone Widgets
	Clear Personalisation	Clicking will clear the User's grid personalisations.
	Reset Account Consent Status	Available from 4.8.0.0 It is possible for administrators to reset the consent status of any Account. This has been added for anyone who, when setting up new Accounts, will log on as the User (and provide consent at first login) to carry out tests of the profile and access Permissions prior to providing the login details.
	Resend Activation Email	Available from 6.0.1.3 This toolbar button relates to MRI Software's Single Sign On authentication and will only be available in specific circumstances. When a Single Sign On account activation email expires or maybe the user is unable to find it (junk folder and so on), this button can be clicked to request the email activation is resent to the user's email address, stored in the Login Name field. The button will only be available where the user's email address is not in the list of Domains for Federated Identity Providers for the MRI Evolution system's client, held in MRI Software's Single Sign On system and the Account is assigned a Named or Concurrent front end User Type Licence, where the corresponding Application Type of the Licence ( MRI Evolution, Evolution Connect, Evolution Reach) has Single Sign On enabled.
	Send Evolution Go Notification	Available from 4.5.3.0 Allows an Evolution Go Notification to be sent to the User. For more information see Evolution Go Resource Functionality
	Last Known Location	Available from 4.5.3.0 Click for a pop up map showing the Users last known Location. For more information see Evolution Go Resource Functionality
	Request MRI Support	Available from 7.0.0.0 When clicked, the Request MRI Support Account pop up will open, allowing the user to enter the email address of the MRI Support person to be granted access, the Expiry Date of the Support Account and whether the MRI Support person will be able to elevate their own permissions to Administrator level while logged in: The email address will be checked to ensure it is a valid MRI email and whether there's an existing Support Account for the MRI Support person. Support Accounts do not consume any of the client's licences so will have no effect on the client's ability to access the system. An automated clean up routine will 'soft delete' Support Accounts that have an Expiry Date in the past.

Complete the fields and click Save . Once the User Account Header has been completed and saved, the following sub navigations will appear to allow additional entities to be assigned and the User Account to be defined:

Permissions

Click to view more detail.

Once the User Account header has been completed, the User must have their Permissions, also known as Securables, defined.

Permissions/Securables control the account's access to areas of MRI Evolution and what actions they can carry out within those areas.

Permissions are organised by function or system entity into Securable Groups. MRI Evolution's suite of web services have their own set of Securables within the relevant Securable Groups.

Settings > Accounts > Accounts

From the drop downs select the required Securable Group and where applicable the Database, check the appropriate boxes to reflect the desired Permissions for the User Account within MRI Evolution.

Securables need to be set for each Securable Group in turn, which takes a lot of effort if they are set for each User Account. Therefore, it is more efficient to create User Roles, define the Securables per Role and then Assign Roles to User Accounts. The User will inherit the Securables defined against the assigned Roles when logging in.

A Permission can be set to allow or deny a User Account as follows:

Create: Inserting new records
Read: Viewing data, but not changing it
Update: Editing existing records
Delete: Removing records
Allow: A specified Action is allowed or denied, such as "Change Asset Status"

All Permissions have three toggle-able settings, in the following sequence:

Checked : The option is available to the User, unless overridden by the same Permission set to Crossed in a Role that's been assigned to the User
Crossed : The option is denied and not available to the User, even if it has been set as Checked in a Role that's been assigned to the User
Blank : The option is not available to the User, unless overridden by the same Permission set to Checked in a Role that's been assigned to the User

Setting Securables within a Securable Group

Clicking the Securable hyper-link, highlighted below, will toggle every Securable in the Securable Group to the next setting in the sequence.

Clicking a column heading, such as the Create hyper-link below, will toggle every Create Securable in the Securable Group to the next setting in the sequence.

Clicking a row heading, such as the "Asset Assignment" hyper-link below, will toggle every Securable in the row to the next setting in the sequence.

Clicking an individual Securable box, such as the Update below, will toggle the value to the next setting in the sequence.

Clicking the Assign All Permissions toolbar button will check every Securable in every Securable Group - It may not be advisable to use this since it grants full access to every area of MRI Evolution.

MRI Evolution takes into account all Permissions defined for a User. These could be set directly against their User Account or inherited from any Roles assigned to their account.

User Accounts -Permissions Additional Icons

Additional Icons	Name	Description
	Assign All Permissions	Checks all Account Permissions for every Securable Group. Available from 5.7.0.0 The user will be prompted to confirm they want to do this prior to assigning all Permissions: "Are you sure you want to apply all Permissions to this Account or Role?"
	Account Permissions Report	Click to run the AC-001 Account Permissions report for the current Account record.

Additional Icons

Name

Description

Assign All Permissions

Checks all Account Permissions for every Securable Group.

Available from 5.7.0.0

The user will be prompted to confirm they want to do this prior to assigning all Permissions:

"Are you sure you want to apply all Permissions to this Account or Role?"

Account Permissions Report

Click to run the AC-001 Account Permissions report for the current Account record.

Licences

Click to view more detail.

A User Account must have the correct Licence type to allow access to MRI Evolution, Evolution Connect or Evolution Reach.

Settings > Accounts > Accounts

To assign a Licence click Assign , entities in the right hand assignment window are connected.

The choice of Licences are:

Operational Concurrent User: Access to MRI Evolution using one licence from the pool of licences that allow a limited number of Users to connect concurrently. If the maximum number of licences is in use, any User with a Concurrent licence will be unable to login to the system
Operational Named User: A licence exclusively for this Account, it can always login
Named Mobile User: To log into the Web Mobile application, there is no "concurrent mobile User" licence type
System Administrator Account: To limit the User to only the System Administration menu, also excluding all other Accounts from accessing the System Administrator menu. Each MRI Evolution installation can have only one System Administrator licence
Web Service Account: This is the Named user licence for accessing MRI Evolution Web Services
Concurrent Web Service Account: This is the Concurrent user licence for accessing MRI Evolution Web Services
Outlook Web Service Account: For use with the MRI Evolution-Outlook Integration
Concurrent Evolution Reach/ Evolution Connect Account : Access to Evolution Reach/ Evolution Connect using one licence from the pool of licences that allow a limited number of Users to connect concurrently. If the maximum number of licences is in use, any User with a Concurrent licence will be unable to login to the system
Named Evolution Reach/ Evolution Connect Account: A licence exclusively for this Account, it can always login to the Evolution Reach or Evolution Connect Module
Allow User Account to be Impersonated by Web Service: A licence that allows the current User Account to be impersonated when running the MRI Evolution XML web service APIs - used in conjunction with the Web Service Impersonate other User Accounts licence
Web Service Impersonate other User Accounts: A licence that allows the current User Account to impersonate another User Account, with the Allow User Account to be Impersonated by Web Service licence granted, when running MRI Evolution web services
MRI Evolution Import: A Named user licence that allows users to use the MRI Evolution Import tool, also known as the Excel Add-in
Guest Survey Response Account: Available from 5.7.1.0 A licence to allow a User Account to be used as the authenticating account in the new page for external users submitting Survey Responses using Survey Tokens
Agora Integration: Available from 6.1.0.0 This is the main licence key that controls whether fields and functionality related to the Agora Integration are available in Evolution
@yourService Work Order Diagnosis: Available from 6.2.0.0 A concurrent licence type that controls access to widget instances with an @yourService Embedded Widget template

Consent History

Available from 4.8.0.0

Other Assignments

Click to view more detail.

A User Account can also be assigned to other Entities and Modules within MRI Evolution. Not all Assignments will be available, as some are dependant on the Module being purchased.

The User Account can be connected to:

Assignment	Function
Contract Groups	Allows Assignment to available Contract Groups.
Stock Locations	Allows Assignment to Stock Locations -Stores Module specific.
Assign Databases	Allows Assignment to additional Databases - Multiple Database specific.
Assign Roles	Allows Assignment to available Roles.
Assign Document Repositories	Allows Assignment to available Document Repositories.
Contract Task Ranges	Allows Assignment to Task Authorisation Ranges - if Task Authorisation Preferences have been set to "Ranges applied to Contracts for Tasks" this will allow the assignment of Contract specific Task Authorisation Ranges.
Task Ranges	Allows Assignment to Task Authorisation Ranges - if Task Authorisation Preferences have not been set to "Ranges applied to Contracts for Tasks" this will allow the assignment of Generic Task Authorisation Ranges.
Contract PO Ranges	Allows Assignment to Purchase Order Authorisation - Purchase Order Module specific. If Purchase Order Authorisation Preferences have not been set to "Ranges applied to all Contracts for Purchase Orders" this will allow the assignment of Contract specific Task Authorisation Ranges.
Purchase Order Ranges	Allows Assignment to Purchase Order Authorisation - Purchase Order Module specific. If Purchase Order Authorisation Preferences have been set to "Ranges applied to all Contracts for Purchase Orders" this will allow the assignment of a generic set of Purchase Order Ranges.
Sales Invoicing Ranges	Allows Assignment to Sales Invoicing Authorisation Ranges - Sales Invoicing Module specific.
Sales Credit Ranges	Allows Assignment to Sales Credit Authorisation Ranges - Sales Invoicing Module specific.
Bookable Buildings	Allows Assignment to Bookable Buildings - Buildings that contain Locations that can be booked via the Facilities Booking Module.
Resource Planner Colours	Allows Assignment to Resource Planner Colour Sets.
Quotes Ranges	Allows Assignment to Quotes Authorisation Ranges - Quotes Module specific.
Published Concept Reports	Allows Assignment to Published Concept Reports.
Published Crystal Reports	Allows Assignment to Published Concept Reports - Concept Connect Module specific.
Task Event Types	Allows Assignment to Task Event Types.
Level of Completion	Allows Assignment to Task Levels of Completion.
Quote Review Criteria	Allows Assignment to Cost Centres for Quotes Review Criteria - Quotes Module specific.
Published Buildings	Allows Assignment to Published Buildings - Evolution Reach specific
Assign Resources	Allows Assignment to specific Resources for Timesheets - Evolution Connect specific
Published Clients	Available from 4.8.0.0 Allows assignment to Sales Invoicing Clients - Sales Invoicing Module specific. Available from 7.0.0.0 The Purchase Key licence dependency for this specific element of the system has been removed and is now included as standard in the core MRI Evolution product the feature has been turned on for all systems by default. Note: Other restrictions, such as User licence type restrictions and / or any restrictions to underlying functionality that is dependent upon Purchase Key licences will remain in place.
Published Attribute Groups	Allows Assignment to Attribute Groups.
User Defined Lookup	Available from 7.0.0.0 Allows the Assignment of Tasks User Defined Lookups to the Account. Assigning / Publishing works the same way as publishing Level Of Completions: If an Account has no User Defined Lookups values published to them, publishing restrictions do not apply and they should see all User Defined Lookups values in auto-completes or editable grids As soon as an Account has at least one User Defined Lookup value published they will be restricted so that they can only select those User Defined Lookups values published to them in auto-completes or editable grids Publishing does not stop users from seeing entities where the User Defined Lookup has been set. It only controls their ability to select User Defined Lookups in auto-completes and editable grids.
Connect Settings
Published Suppliers	Allows Assignment to specific Suppliers - Evolution Connect specific
Reach Settings
Bookable Locations	Allows Assignment to Bookable Locations - Evolution Reach specific, assign the User access to the Locations where Facilities Bookings can be made through Evolution Reach.
Menu Permissions	Allows Assignment to Evolution Reach Menu - Evolution Reach specific, check the menu boxes to allow the User access to the relevant Evolution Reach pages.
Standalone Widgets	Allows Assignment to Standalone Widgets - Evolution Reach specific

Accounts

Settings > User Accounts > AccountsorSettings > System Administration > User Accounts & Security > Accounts

Click to view - User Account Fields and Descriptions

User Accounts Additional Icons

Permissions

Settings > Accounts > Accounts

Setting Securables within a Securable Group

User Accounts -Permissions Additional Icons

Licences

Settings > Accounts > Accounts

Consent History

Settings > Accounts > Accounts

Other Assignments

Settings > User Accounts > Accounts
or
Settings > System Administration > User Accounts & Security > Accounts