How to create and manage users

Frends provides powerful user administration and management features in the Frends Control Panel. Users are Tenant-specific and they are specifically for accessing the Control Panel and performing actions within, and not related to who can access your APIs or HTTP endpoints, those are controlled separately using API Policies.

At its basics, users are managed in Frends using RBAC or Role-Based Access Control model, and in addition different authentication methods can be integrated into Frends from the User Management.

Step by Step Tutorial Available

If you prefer more visual or interactive guidance on how to create and manage users in Frends, you can find a step-by-step walkthrough from your own environment's home page, under Onboarding by selecting "Tutorial 2b, Step 3: User Administration" tutorial.

How to create a new user in Frends

If your Frends Tenant has external authentication provider and SSO set up so that you can log in with your company's credentials, adding new users from your company can be done in Frends Control Panel.

Without external authentication provider set up, an administrator will need to invite new users to your Frends Tenant from the Frends Portal. Skip over to the second section to learn more about this method.

Adding users in Frends Control Panel (SSO enabled)

New users can be added by asking them to log in with their existing credentials into the Frends Tenant, provided they have a user account with the connected authentication provider. If your SSO configuration includes the setting for default role for users, the users can log in and get immediate access with the default role's permissions.

If the default role is not set they will not receive automatic access to Frends Tenant, but their username will be added to the list of users in your Frends Tenant after successful authentication, from where it is then easy to simply provide a role for the user.

Note that only the users able to authenticate to your authentication provider, such as Entra ID, may use this method. External users will either have to be invited from the Frends Portal, or have account created for them in your company's user management system.

While usually not necessary, it is also possible to add a user from within the Frends Control Panel. This essentially replaces the initial logging in by the user. Start by accessing the Control Panel and navigating to the User Management section, located under Administration menu in main navigation. This section serves as the central hub for all user-related activities, allowing you to manage user accounts, roles and authentication providers.

To create a new user this way, click on the New User button, which will prompt you to enter the necessary details for the new account. Begin by entering the username for the user, which will be used as the username for logging into the system. This is often the email address for the user, but not necessarily, depending on the authentication provider.

Next, you will need to select the appropriate role for this user from a predefined list of roles which align with your operational needs. Roles dictate the level of access and permissions the user will have, so it is crucial to assign roles carefully. If needed, the roles can be edited and new roles created to match the exact responsibilities the users need to undertake, ensuring they have enough access to perform their duties effectively while maintaining system security.

Once you’ve filled in all necessary fields, double-check for any errors or missing information before saving. Click 'Save' to create the user. The system will either confirm the successful addition of the user or alert you to any issues that need addressing before the user can be created.

Inviting new users from Frends Portal (Without SSO)

Before a new user can log in to your Frends Tenant with Frends credentials, the user has to be invited to your Frends Tenant by an administrator.

Navigate to the Frends Portal at https://portal.frends.com and log in. Here you can see information about your tenants, check release notes, and links to our documentation.

Find the Tenant you want to invite a user to, and click on the settings button to access the Tenant's settings. Navigate to Users section and click on Invite new users. You only need to enter the new users' email addresses and press Send invite.

This will invite the new user to you tenant and send the invitation link for them. On their first log in, the user will be asked to create a new password.

The user will also the default role (Editor) when they log in the first time. Continue reading to learn how to manage the users in Frends Control Panel.

Managing existing users

For managing existing users, return to the User Management section at any time. You can search for users by username and role. Selecting a user profile from the list enables you to view their details and make any necessary updates to their roles. Always confirm changes by clicking 'Save' to ensure updates are properly applied within the system.

When it becomes necessary to remove a user from Frends, perhaps due to departure from the organization or a role change that no longer requires system access, this can also be done from the same section. Select the user account you wish to delete, then click the trashcan icon on the top right corner.

Role-based Access Control

User roles in Frends are crucial for maintaining a structured and secure access environment, as they help define specific access levels for different users based on their responsibilities.

To create a new user role, navigate to the User Management interface in your Frends Tenant and select the Roles tab. From there, you can click the New Role button and enter a descriptive name for the new role.

Deciding on the permissions for this role involves selecting relevant options, such as access to specific views or functions. You can also allow or limit access according to tags and Environments, in order to limit the role to only view and edit Processes with the specified tags, or disallow access to production environments.

If modifications to existing roles are necessary, start by selecting the role to be updated from the list in the Roles tab. Adjust permissions or environment access as needed, then click Save to keep the changes you made.

While it's possible, it's recommended to not edit the default roles provided in Frends Tenant. Instead, if customized access is required for some users, create a new role based on the predefined roles, and limit them further.

Finally, after having a role created or modified, you can also assign users to that role directly from the role view.