--- title: "Managing usernames and user data" slug: "managing-usernames-and-user-data-4-1-1-1" updated: 2024-11-27T07:49:49Z published: 2024-11-27T10:49:04Z canonical: "support.keypro.fi/managing-usernames-and-user-data-4-1-1-1" excludeFromSearch: true excludeFromExternalSearch: true --- > ## Documentation Index > Fetch the complete documentation index at: https://support.keypro.fi/llms.txt > Use this file to discover all available pages before exploring further. # Managing usernames and user data Each KeyCom user is identified based on their personal unique username. ## Creating new users On the Admin site, go to the **Users** row in the **Authentication and authorization** group and click **Add![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/managing-usernames-and-user-data-image-3lkv23nh.png)**. ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/managing-usernames-and-user-data-image-wwx91nh2.png) 1. Complete the **Username** and **Password** fields. 2. Define an **Expiration date** if you want to limit the validity of the username. 3. Click **Save**. 4. On the displayed form, enter the **first** and **last name** of the user. 5. If the user is authorised to export objects to external file formats such as AutoCAD, enter an **Email address![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695817100614.png)** 6. Define the access rights for the user as instructed in the [Defining and modifying access rights for usernames](/docs/managing-usernames-and-user-data-4-1-1-1#_K%C3%A4ytt%C3%A4j%C3%A4tunnuksen_oikeuksien_m%C3%A4%C3%A4rit) chapter starting from step 2. ## Defining and modifying access rights for usernames Selecting user groups for the user: 1. Select the username on the **Auth**>**Users** list. 2. On the **Available groups** list, select the user groups to which the user belongs.![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695817138750.png) 3. Click the arrow button displayed between the lists to add groups to the **Chosen groups** list.![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695817160544.png) 4. You can define user-specific permissions in a similar manner. 5. **Save**changes. ### **Available user groups in KeyCom** The following user groups have been defined as default groups in KeyCom: - **KEYCOM_USER** is a user authorized to add, modify and delete network objects. - **KEYNET_USER** is a user authorized to use the KeyNet functions. - **KEYCOM_VIEWER** is a user authorized to view network objects. - **KEYNET_VIEWER** is a user authorized to view KeyNet data. - **DEVICEDB_ACCESS** is a user authorized to use the device database forms that can be opened from the telecom premises form. - **CABLE_DISPLAY** is a user authorized to view maps, duct route objects and cable objects. - **DATA_EXPORT_USERS** is a user authorized to export data to another data format by using the export function. - **POWER_USERS** is a group that will be removed. Use the KEYCOM_USER and KEYNET_USER groups instead. - **PREM_ADMIN** is a user authorized to modify restricted telecom premises on Telecom premises form. - **READONLY_USERS_PLUS_ANNOTATION** is a user with viewing rights and the right to create annotations. - **READONLY_USERS_PLUS_AREA** is a user with viewing rights and the right to create areas. - **REFERENCE_MAP_USER** is a user authorized to import files to the map by using the spatial upload function. - **ACCOUNTING** is a user authorized to access the log-in data of users. - **MASS_DELETE** is a user authorized to delete several objects at once. The mass deletion function of the application must be activated for this. - **MAIN_ACCESS** is a user authorised to use the main application only. KEYCORE_IGNORE_MAIN_VIEW_ACCESS_GROUPS must not be in an active state in the application. - **VIEWER_ACCESS** is a user only authorized to use KeyMobile. KEYCORE_IGNORE_MAIN_VIEW_ACCESS_GROUPS must not be in an active state in the application. - **KPI_REPORT** is a user authorized to run KPI reports. (A customer-specific feature) - **GDPR_NORMAL_ACCESS** is a user authorized to view customer data. - **GDPR_EXTENDED_ACCESS** is a user authorized to view customer data and customer data of the “Private–restricted” type (see [Customer types](/kb/docs/text-constants-4-1-1)). - **OM_CIRCUIT_ADMIN** allows updating of circuit sections and its related components when the usage state of the circuit section is in O&M (operations and maintenance) state. The KN_USAGE_STATE Numeric value 4 field tells if the circuit section usage state is in O&M state. Value of 1 means that the state is in O&M state. The OM_CIRCUIT_ADMIN group only allows the user to edit/delete circuits in O&M state on Circuit form and allows the user to use the Logical Mass Connection Change functionality. The group has no effect on other forms. - **DIARY_VIEW** is a user authorized to view Diary feature related functionalities. - **DIARY_EDIT** is a user authorized to view, create and edit Diary feature related functionalities. - **DIARY_FULL** is a user authorized to view, create, edit and delete Diary feature related functionalities - **UV_CONTRACTOR_DIRECTOR** is a user who has director’s rights. He/she has the rights to control and supervise the work related to the contractor. - **UV_CONTRACTOR_MECHANIC** is a user who has mechanic’s rights. He/she has the rights to carry out tasks related to the UV contractor. - **UV_MAINTENANCE_CONSTRUCTOR** is a user who has access to KeyWork forms. ### Ficora reporting rights Users with **Can add Ficora report** added to the **Chosen user permissions** field have Ficora reporting rights. ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/managing-usernames-and-user-data-image-96iwjas7.png) ## Defining two phased authentication for a user (optional) If the two-phase authentication has been ordered as an additional service, the view for editing user data includes a section for **User profiles for two phased authentication** (Figure 8). 1. Select the username on the **Auth**>**Users** list. 2. Enter the phone number of the user to which the confirmation code will be sent. 3. Select **Enable two phased authentication**. 4. Save changes. ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/managing-usernames-and-user-data-image-rr0ht8xy.png) ## Deleting usernames To delete an existing username, select the username on the **Auth**>**Users** list and click **Delete** on the displayed form. ## Changing user passwords Users can change their own passwords through the link in the applications main view. Admins can change the passwords of a user on the **Change User** form by clicking the “this form” link. ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/managing-usernames-and-user-data-image-kpizpi6n.png) For security reasons, passwords are stored in the system database with strong encryption, and not even admin users can view the passwords of users through the admin interface. ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/managing-usernames-and-user-data-image-nqxafhmz.png)