Add, Edit, and Delete Encompass Users and Security Roles

Purpose

This article provides a comprehensive guide for Encompass Administrators on managing system users, including adding new users, editing their information, assigning roles and permissions, and deleting users when necessary.

When to Use This Article

• You need to add a new Encompass user (not an ELD mobile user).
• You need to assign or modify Security Roles for a user.
• You need to edit a user's information or delete a user from the system.
• You need to understand which admin roles to grant and which to restrict.

Steps to Follow

Note: Only Encompass Administrators are able to add additional users/administrators to Encompass.

Add a New User

1. Go to Settings in the dropdown next to your name.

2. Click on Users.

3. Click Add New User.

4. Enter all required information (users can change their password after setup if desired). Click Save.

Note: With the ELD Mandate, entering fake users, aliases, nicknames, or the like is not allowed.

When saved, the user will be created but will not have permissions to view anything in Encompass. They will receive a message upon login that they do not have necessary user rights. Follow the remaining steps to set up Security Roles.

Note: If you log in using J. J. Keller's Okta login portal, Encompass admins are not able to update passwords for other Encompass users. The Password fields when adding a new User will not be displayed. The Encompass user can update their own password. See Logging In with Okta for more information.

Edit Roles and Permissions

1. In the Users page, hover over the user's line item and click the "box with pencil" icon to Edit Roles.

2. Select the appropriate roles using the checkboxes. For a new Administrator, you can check the box next to Role to select all roles. Click Save.

About Admin Roles

The following roles should be restricted to users who truly need administrative capabilities:

• Administrator
• Company Setup
• Default
• Purge -- e.g., Employees (Purge), Log Files (Purge), etc.
• Encompass ELD Admin -- Grant if the user will help with unassigned log events, assigning ELDs to vehicles, managing ELD Device listings, and ELD default settings.
• User Maintenance

A PURGE is a permanent deletion. There is no roll-back, undo, or restore. If you purge data and/or attachments, the records are gone. Be very careful with purge. Recovery depends on timing, scope, and cost -- some customers decide it is easier to re-enter data manually.

Edit User Information

1. Hover over the user and click the pencil icon to Edit. Update any necessary items and click Save.

Delete an Encompass User (Not a Driver)

1. Go to Settings > Users and locate the user.
2. Hover over the user and click the trash can icon to delete.

3. Confirm the deletion.

What Not to Do / Common Pitfalls

• Do not grant Purge roles casually -- purging is a permanent, irreversible deletion of data.
• Do not give too many users Administrator or User Maintenance roles -- too many administrators can lead to conflicting system changes.
• Do not forget to assign Security Roles after creating a new user -- they will have no access until roles are configured.
• Do not enter fake names, aliases, or nicknames for users -- the ELD Mandate requires real names.
• Do not confuse deleting an Encompass system user with terminating a Driver -- these are separate processes.

Escalation Path

If you are unable to add or edit users, or if you need to recover purged data, contact J. J. Keller Support immediately. Data recovery depends on timing and scope.