Handling access requests in User administration #
Context #
This guide shows a complete flow in a web-based administration system, covering two perspectives: the user’s registration process from the login page and the administrator’s handling of incoming access requests. The flow runs from a new user’s self-registration to the final approval and creation in the system.
Relevance #
This guide is relevant when a new user wants access to the system and does not already have a user account. The administrator must then process the request, create a new company in the system if needed, and finally approve or reject access. The process ensures controlled user administration without bypassing the security layer.
Prerequisites and requirements #
For the new user: #
- Access to the login page of the system
- A valid e-mail address
- Knowledge of the name of the project or unit you want access to
For the administrator: #
- An active user account with administrator permissions (Level 1 / System Administrator or equivalent)
- The permission “Receive user registration e-mails” must be enabled on your user account
- The permission “Account” incl. “Change Permissions” and “Show all users” must be enabled
- Access to User administration → Menu → Access request
Guide (step by step) #
New user: Submit an access request #
Step 1. – Go to the login page of the system. Click the “Register” link at the bottom of the page.
Tip: The link is typically located below the login button with the text “Register if you do not have a user account or want to share a license.”
Step 2. – An information window appears with the question “Do you want to create a user in connection with a tender?”. Click “No” if you want access to the system in general and not via a specific tender.
Step 3. – The registration form opens. Fill in the following fields:
- First name and last name
- E-mail address
- Company name
- Job title (optional)
- Phone number (optional)
- Briefly describe what you want access to in the text field at the bottom (e.g. “I would like access to the project [project name]”)
Step 4. – Select the checkbox “By clicking Register, you agree to our terms…”.
Step 5. – Click the “Register” button.
- Result: Your request has now been sent to the system administrator, who will receive an e-mail with your details.
Administrator: Receive and process the request #
Step 6. – You receive an automatic e-mail with information about the new user, including name, e-mail, company and access description. Click the “Click here to go directly to Ajour” link in the e-mail, or log in manually.
Step 7. – Click the gear icon in the top right corner of the system, and select “Administration” in the drop-down menu.
Step 8. – Click the “User administration” tab in the top navigation bar.
Step 9. – Click the “Menu” button in the top left corner.
Step 10. – Select “Access request” in the menu.
Tip: If there are pending requests, a red icon is shown on the Menu button.
Step 11. – The “Access request” dialog box opens and shows a list of pending requests. Click the relevant user in the list to open the user data.
Step 12. – Review the user information in the “User information” dialog box:
- Check the name, e-mail and access description
- Check the “The user’s requested company” field
Step 13. – Under the “Selected company for the user” field, you must link the user to a company. Click the “Select company” button.
Important: The user cannot be approved unless a company has been selected.
Step 14. – In the “Create company” dialog, existing companies are shown. Select the relevant company from the list by clicking it.
Tip: If the company does not already exist in the system, click “Create company” at the bottom of the dialog, fill in the company details (at least the name is required), and click “Save”. Then select the newly created company.
Step 15. – When the company has been selected and all details are correct, choose one of the following actions:
| Button | Action |
| Approve request | The user is created and activated in the system |
| Reject request | The request is rejected and the user is not created |
Warning: Rejection cannot be undone. The user must then register again.
Step 16. – After approval, the dialog closes, and the new user is now shown in the user list under “User administration” with the assigned license, role and company.
Next steps #
Step 17. – Adjust the user’s permissions — Open the new user in “User administration” and adjust system and project permissions as needed via the “Permissions” tab
Step 18. – Assign the user the license type required for the user to do their work. See the guide “Explanation of license types” to see what A, B and C licenses can do.
Step 19. – Assign the new user a “Role” so the user gets the permissions needed for the work the user will perform on the project.
Step 20. – Link the user to specific projects — Go to the user’s profile and specify which projects the user must have access to under the “Project” field.
Step 21. – Click the “Select role standard” button to assign the user the selected “Role” on the selected project(s).
Step 22. If the user needs extra permissions beyond what the role standard contains, they can be added manually in the permission tree by selecting the checkbox next to the relevant permissions.
Step 23. – Configure e-mail notifications — Make sure the right administrators have enabled the permission “Receive user registration e-mails”, so future notifications are not overlooked.
Step 24. – Finish by clicking the “Save” button.
