Administration and User Management

You will learn how to access your industry and jurisdiction coverage, manage different features within the user management system, and review login activity captured by the security log.

Length: 3 minutes.

Company Information, Industries, and Jurisdictions are grouped under the Admin tab.

All company information is listed under the Company tab. Virgo records your basic company information including Industries and Jurisdictions that are relevant to your business. For example, you can specify your organization's jurisdictions that will display to users on the Citations by Jurisdiction section of the Dashboard.

TIP: Click Edit to review your Industries and Jurisdictions.

To view an example of the Company tab, hover your mouse over the image.

Industries and Jurisdictions

Virgo makes it simple to update Industries and Jurisdictions.

• Select the Industry Groups applicable to your business.

To view an example of Industry Groups, hover your mouse over the image.

1. Click View as map to review where your citations are covered.

To view a map of Jurisdictions, hover your mouse over the image.

2. Click View as list to review where your citations are covered.
3. Select the countries, states or provinces you would like to add (sorted in alphabetical order by country).

To view a list of Jurisdictions, hover your mouse over the image.

The Users tab displays the Virgo users in your organization. You can manage Virgo users, their roles, passwords, and other settings and information.

1. Click the Admin link.
2. Click the Users tab.
3. View user details by selecting the appropriate user from the list and then double-clicking or click the View Detail button at the bottom of the screen.

To view an example of the Users tab, hover your mouse over the image.

4. Click on any field in the user screen to edit the value of the field.
5. To set a new password for the user, click on the masked Password field. In Current Password, enter your password (not the user's). Enter the user's New Password and then enter the password again in Confirm New Password. Click Save.
6. Select a user Role. Roles control access to various features.
7. If your Virgo subscription includes the Security Groups feature, specify a user Security Group.
8. Federation ID can be used with Single Sign On if your user identifier is different than your user name or email address.
9. Users cannot be deleted, but they can be marked Inactive, which removes all access to the system.
10. In the Email field, specify an email address that is different from the user name. This is useful if the user name is generic, as may be the case with a service account, but password reset emails and other system notifications should go to a monitored email address. In Current Password, enter your password (not the users).
11. In Export Encoding specify the character encoding for .CSV export reports.
12. In Export Delimiter specify the delimiter type for .CSV export reports.
13. In Export Timezone specify the timezone for .CSV export reports.
14. Once you have changed a field, click Save or Cancel to the right of the field.
15. Click Reset Password to trigger a reset email to the user. The email will be sent to the address in the Email field, not the User Name field.

1. Add a user by navigating to the Users tab and clicking New at the bottom of the screen.

TIP: All users, active and inactive, are listed on the Users tab.

To view an example of how to create a new user, hover your mouse over the image.

NOTE: The New User screen requires that you enter the user’s First Name, Last Name, User Name, Role, and Password.

2. User Name must be in the form of an email address. Once you create the new user, you may optionally enter a different email address for system notification purposes.
3. In the Generate Password field, select Yes if you would like Virgo to automatically generate a password.
4. Select a user Role. Roles control access to various features.
5. If your Virgo subscription includes the Security Groups feature, specify a user Security Group.
6. Federation ID can be used with Single Sign On if the user identifier is different than the user name or email address.
7. OPTIONAL: Enter the Contact Information fields.
8. In Export Encoding specify the character encoding for .CSV export reports.
9. In Export Delimiter specify the delimiter type for .CSV export reports.
10. In Export Timezone specify the timezone for .CSV export reports.
11. When finished, click the Save button.

Once the user has been created, you may either distribute the password to your new user or you can require your user to create a new password by triggering a password reset.

The table below describes each role and level of access to various Virgo features.

Role Name	Description	Record Series Tab	Citations Tab	Content Types Tab	Repositories Tab	Private Comments Non-searchable conversation between Virgo users to discuss retention period recommendations, citation applicability, and approvals of retention schedules as published. This section displays on the following details pages: Record Series, Citations, Content Types, and Repositories.	Setup Tab	Admin Tab	Employee Portal Configuration
Administrator	Virgo admin with full control of all tabs. Full control of Admin subtabs including those related to user management. Access to Employee Portal Admin View and the Configure button for views. Also has read-only access to the Record Schedule and Content Types views in the Portal.	Full Control	Full Control	Full Control	Full Control	Create	Full Control of all subtabs	Full Control of all subtabs	Full Control
Collaborator	Virgo user with read-only access but can add private comments.	Read	Read	Read	Read	Create	Read	None	None
Content Manager	Virgo user with full control of Content Types and Repositories tabs. Also has full control of some Setup subtabs related to content management.	Read	Read	Full Control	Full Control	Read	Full Control of Departments, Owners, and Processes subtabs	None	None
IG Manager	Information Governance manager with full control of all tabs except the Citations tab and the Admin tab. Also has full control of some Setup subtabs related to IG.	Full Control	Read	Full Control	Full Control	Create	Full Control of Departments, Owners, Processes, Criticality, Privacy, Security, and Volume subtabs	None	None
Legal Reviewer	Virgo user with read-only access to all tabs and full control of the Citations tab.	Read	Full Control	Read	Read	Create	Read	None	None
Portal Administrator	Virgo Employee Portal admin with access to Admin View and the Configure button for views. Also has read-only access to the Record Schedule and Content Types views in the Portal.	None	None	None	None	None	None	None	Full Control
Portal User	Virgo Employee Portal user with read-only access to the Record Schedule and Content Types views in the Portal.	None	None	None	None	None	None	None	None
Portal User Plus	Virgo Employee Portal user with read-only access to the Record Schedule and Content Types views in the Portal. Also has read-only access to Record Series and Repositories fields (if enabled) for Content Types views.	None	None	None	None	None	None	None	None
Read Only	Virgo user with read-only access to all tabs except the Admin tab.	Read	Read	Read	Read	None	Read	None	None
Records Manager	Virgo user with full control of the Record Series, Citations, and Content Types tabs. Also has full control of some Setup subtabs related to records management.	Full Control	Full Control	Full Control	Read	Create	Full Control of Functions, Entities, Departments, Owners, and Trigger Events subtabs	None	None
Records Manager Assistant	Virgo user with full control of the Record Series, Citations, and Content Types tabs	Full Control	Full Control	Full Control	Read	Create	Read	None	None
User Manager	Virgo user with full control of some Admin subtabs related to user management. No access to information in Virgo.	None	None	None	None	None	None	Full Control of Company, Users, Login Policy, Identity Providers, Security Log, and Security Groups subtabs	None

This section includes the following subsections:

• Password Requirements

• Password Reset

• Unlock User

• Deactivate a User

Password Requirements

Complex passwords are required. Passwords must include:

• 8 to 25 characters
• 1 uppercase letter
• 1 lowercase letter
• 1 number
• 1 special character such as !, @, #, $, %, etc.

Password Reset

Administrators and User Managers can trigger a password reset for a user or a user can request a reset using the Forgot my password feature.

To specify a new password for a user

1. Click the Admin link.
2. Click the Users tab.
3. View user details by selecting the appropriate user from the list and then double-clicking or click the View Detail button at the bottom of the screen.
4. Click in the masked Password field.
5. In Current Password, enter your password (not the user's).
6. Enter the user's New Password and then enter the password again in Confirm New Password.
7. Click Save.

To trigger a password reset for a user

1. Click the Admin link.
2. Click the Users tab.
3. View user details by selecting the appropriate user from the list and then double-clicking or click the View Detail button at the bottom of the screen.
4. Click the Reset Password button and click Yes.
5. Virgo will send a password reset email to the user.

Unlock User

User accounts are locked out after 10 failed login attempts. The user will be unlocked automatically after 15 minutes of inactivity, or an administrator can unlock the user at any time.

Both lockout parameters can be configured or disabled.

1. Select the user and view details.
2. Click the Unlock User button.

Deactivate a User

Administrators can't delete a user's account but they can deactivate a user's account. This preserves the Audit Trail within Virgo.

1. View the user record.
2. Click on the value of the Inactive field to edit.
3. Set the value of Inactive to Yes.
4. Click Save. The user no longer has access to Virgo.

You can manage user login policies, including the minimum password length. The table below describes the fields on the Login Policy tab.

You can manage identity providers. For example, you can configure Virgo to support Single Sign On, also known as SSO.

In a SAML relationship there is an identity provider and a service provider. Virgo is the service provider. The identify provider could be Active Directory (ADFS), Azure AD, or another service. The identify provider includes a list of users and you set up a trust relationship between the identity provider and the service provider.

The table below describes the fields on the Identity Providers Details page and when you create or edit an identity provider.

If the Partners feature is enabled, you can view partners who have access to your Virgo site. For example, the Access Support team is a partner. This feature also supports internal and external partnerships between Virgo customers.

To add a partner, contact Support.

NOTE: A partner user has the same user role and permissions on your Virgo site as they have on their site. For example, if a partner user has administrator access on their Virgo site, they will also have administrator access on your site. If they have read-only access on their Virgo site, they will only have read-only access on your site.

To grant or deny a partner access to your site

1. Click the Admin link.
2. Click the Partners tab.
3. Select the partner and click View Detail.
4. Specify the Expiration Date, which controls the partner's access to your site. Leave blank to allow indefinite access.
5. Click Save.

TIP: You can view partner activity on the Security Log tab. The Event Type will display Partner Authentication, indicating that a partner signed into or out of your Virgo site.

If your Virgo subscription includes the Security Groups feature, users with the Administrator or User Manager role can create security groups for Virgo users. Security groups restrict users' ability to edit record series. For example, you can create a security group that ensures only users in the Switzerland Finance group can edit a Swiss financial record series.

NOTE: Currently, Security Groups apply only to the Record Series tab.

To create a security group

1. On the Security Group tab click New.

2. Enter a unique Name for the security group.

3. Enter a Description for the security group.

4. The optional SSO Designation field will support a future feature that will let users in the security group log into Virgo via their Single Sign-On (SSO) provider.

5. Enter Jurisdictions An association, country, district, province, region, state, or territory. For example, the Jurisdiction of a California records keeping law could be North America, United States, and California. This field can display on the following Virgo pages: Record Series, Citations, and Repositories. This field also displays if you click View Detail or create or copy a record series or repository..

6. Enter Entities Parent or subsidiary organizations related by ownership structure. This field can display on the following Virgo pages: Record Series and Content Types. This field also displays if you click View Detail or create or copy a record series..

7. Enter Functions A set of related processes or activities conducted by multiple corporate departments or employees. For example, Purchasing is a function related to activities conducted by most departments. This field can display on the Record Series page. This field also displays if you click View Detail or create or copy a record series..

8. Click Save. You can now assign the security group to users.

The Integrations tab is used to manage connectors between your Virgo environment and OpenText. On the Integrations tab you can view, create, or delete integration services.

To enable the OpenText Connector for your organization, please contact Support.

You can track user activity through the security log. The security log also contains login activity, user changes, and data exports. You can also generate a report of the grid to track changes a user has made in Virgo.

1. Click Edit Columns to customize the fields.

2. All lists are exportable into an Excel or CSV file.

To view an example of the Security Log tab, hover your mouse over the image.