---
title: "Managing usernames and user data"
slug: "managing-usernames-and-user-data-4-1-1-1-1-1"
updated: 2026-11-13T13:20:14Z
published: 2026-11-13T13:20:14Z
canonical: "support.keypro.fi/managing-usernames-and-user-data-4-1-1-1-1-1"
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 **Authentication and authorization -> Users** group and click **ADD USER**.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1794566175747.png)

1. Complete the **Username, Email** 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:**![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695817100614.png)**
5. Define the access rights for the user as instructed in the [Defining and modifying access rights for usernames](/docs/managing-usernames-and-user-data-4-1-1-1-1-1#_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 **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-1794566393560.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-1794566444818.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.
- **DEVICE_GROUP_ADMIN_USER** is a user authorized to create, edit, and delete device groups.
- **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_USER** is a user who has viewing access and limited modifying access to KeyWork forms. This user group always must be active if there’s also additional **UV** user groups that need to be active in the environment.
- **UV_CONTRACTOR_DIRECTOR** is a user who has director’s rights. They have the rights to control and supervise the work related to the contractor.
- **UV_CONTRACTOR_MECHANIC** is a user who has mechanic’s rights. They have the rights to carry out tasks related to the UV contractor.
- **UV_MAINTENANCE_CONSTRUCTOR** is a user who only has access to KeyWork forms but no editing rights.

### 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)

## Two phased authentication for a user (optional)

If two-factor authentication has been ordered as an additional service, the user page includes fields that control how the user receives the confirmation code. The fields are in the section titled **Expiration date**.

![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1794567700764.png)

The confirmation code is sent to the user either by email or by SMS:

- **Email**: The code is sent to the user’s email address when the **Details** field contains **login_to_mfa_by_email.**
- **SMS**: The code is sent by SMS to the number in the **Phone number** field. If the phone number is missing code is sent to the user via email.

**Note!** If the user has neither a phone number nor an email address, the code cannot be sent. The login then fails with the message **No contact details for verification. Contact your administrator**.

### Define two-factor authentication for a user

1. Select the username on the **Users** list.
2. Choose how the user receives the confirmation code:
  - **By SMS**: Enter the user’s phone number in the **Phone number** field, including the country code (for example +358401234567).
  - **By email**: Make sure the user has an email address, and enter **login_to_mfa_by_email** in the **Details** field.
3. Make sure **Allow bypass two factor auth** is cleared. Select it only if the user is allowed to log in without two-factor authentication.
4. Save changes.

## Deleting usernames

To delete an existing username, select the username on the **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)

## Sharing map views

In KeyCom, you can share a predefined map view with specific users. This map view will be set as their default view from their first login.

To share a map view for an existing user, do the following:

1. Select a user from the list by enabling the check box next to their username.
2. Select **Add shared map** **view** from the **Action** menu and select **Go**.![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1749730408084.png)
3. In the page that open, paste the map link link to the **Shared Map View Link** field. (You can obtain the link from the [Map views](/kb/docs/map-view-5-1-1-3-1-1) form and by clicking **Copy map link to clipboard**![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1749646020662.png)).![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1749731785034.png)
4. Click **Fetch link name and default** to automatically fill in the **Name** field and set the map view as the default.
5. To edit the name, simply edit the text in the **Name** field.![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1749732412128.png)
6. Finally, click **Save** to set the map view for the selected users.