QRG: Super User

INTRODUCTION

Once one or more Super Users are registered, they have the ability to add and delete users, create and manage groups, and allow filing access to group members on behalf of their organization. User access management allows filing firms and agencies to manage access to FedEZFile information quickly and easily.

Plan in advance who will be your Super User will be and have them submit their FedEZFile registration before anyone else. Please keep in mind the following:

• The first Super User to register will be primary in our system.
• That Super User will receive all FedEZFile correspondence from the Federal Reserve.
• If you want to use an email address for a managed mailbox at your firm or agency, be sure to use that email address to create the Login.gov and FedEZFile registration for the first Super User.

It’s a best practice to have at least two Super Users for coverage. The first Super User can simply create a new super user or promote a basic user in the system later to serve as the secondary Super User.

Super Users have access to all the filings. Basic Users have access to the filings that they submit with their own credentials, and any filings that have been made visible to them by way of Groups.

STEPS

Create a New User

Once the Super User has established an account with FedEZFile and has been cleared by the Reserve Bank, the Super User can add users on behalf of their organization. 

1. The Super User will navigate to the FedEZFile site and click “I am a Filer” 
   
   
   
2. At the Login.gov page, enter your email and password and use the 2-factor authentication.
3. At the top of the Super User Home page, click “Users and Groups"
   
   
   
4. Click “Create External User”
   
   
   
5. Enter the required information. Note: The new user’s email must EXACTLY match the email that will be used for Login.gov.  A business email and address must be used for registration purposes.  The new user may be a Basic User or a Super User.
   
   
   
6. Click Submit and the page will refresh so you can see the newly added user. After the new user creates a Login.gov account through the FedEZFile link using the business email, they will have access to FedEZFile.

Manage Groups

In FedEZFile, groups can be created and used to manage access to filings. Groups allows your organization to limit or allow filing access to the group, similar to an assignment. This will ensure no confidential information is viewed by parties that have not been assigned the filing through their Group. You can add or remove group members as your organization’s needs change.

1. At the top of the Super User home page, go to “Users and Groups” and then click “Groups”
   
   
   
2. Click “+ Create Groups” to add up to 50 groups
   
   
   
3. Click “Add Group” to enter a group name and description
   
   
   
4. Click Submit
5. To view a group in the right pane, select a group from the list on the left
   
   
   

Modify Groups
Once a group is selected, you can modify the group name, description, add or delete members, assign filings, or delete the entire group.

1. Select the group you’d like to modify
2. Click “Manage Group”
   
   
   
3. Edit Group Name or Description from the “Details” tab. NOTE: You should make all edits in each tab (Details, Members, and Filings) before you click the “Submit” button.
   
   
   
4. Edit members on the Members tab.
   • To add users, begin typing a name in the search field beneath “Add Users.” This search includes only users in your organization. Select the appropriate user.
   • To remove users, begin typing a name in the search field beneath “Remove Users.” The search is populated with users from the “Current Members” table.
     

5. Access to certain filings can be added to or removed from the group on the “Filings” tab.
   • To add filings that the group members can access, select one or more from the list of “Filings Available for Assignment” table by checking the box on the far left of each filing. Click the button “+ Make Visible to Group”, and the filing will be moved to the “Visible to Group” table below.
   • To remove filings that are visible to the group, select the red X button on the far right next to the appropriate filings on the “Visible to Group” table.
     

6. Click Submit to save all changes

Promote, Demote or Deactivate a User

Super Users can promote a Basic User to a Super User, demote a Super User to a Basic User, or deactivate a user. 

When a user leaves the organization or moves into a role that does not require FedEZFile access, the Super User should immediately deactivate the user. By deactivating the user, they will no longer be able to access FedEZFile or any information stored within the system. Once a user has been deactivated, their access cannot be reactivated by the Super User. The Super User must contact FedEZFile technical support.

1. At the top of the Super User Home page, click on “Users and Groups.” This will take you to the “All Users” tab.
2. Locate the desired user in the user list
3. Click the ellipsis next to the desired user and select the appropriate action from the available options: “Deactivate User,” “Promote User” or “Demote User”
4. In the pop-up window, click “Submit”

When the page refreshes, it will show that user’s new role.