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MAG Organization Administrators

Responsibilities

Organization Administrators routinely perform these common tasks in Managed Access Gateway (MAG):

    • Manage Application Access
    • Manage Users in MAG
    • Manage Access and Users in Bulk
    • Reset Passwords
    • Manage E-mail Subscriptions (related to MAG administration)

Scroll to the sections below for the step-by-step instructions on how to perform these tasks.



Manage Application Access

Accept Terms and Conditions

Accepting Terms and Conditions is an important step in establishing access of your organization to applications: only after you accept T&Cs on behalf of your organization, the users on your team will be able to access applications. Complete these steps: 

Step 1.  Log into your MAG account. In the Home tab, find applications that display Pending Acceptance of Terms and Conditions.

Step 2.  Click View Service Agreement.

Step 3.  Click I Agree.

NOTE: Once you receive the confirmation message, users within your organization can request access to the application.

Request Access to Applications for Users

Step 1.  Log into your MAG account and click the Administration tab.

Step 2.  Search user, and click the user ID link to open the user’s profile.

Step 3.  Under Application Settings, click Request Access next to the desired application. If needed, enter comments for review by the Application Administrator.

Step 4.  The request routes to the Application Administrator for authorization. Access is approved or denied by the Application Administrator.  

If the request is approved by the Application Administrator, but requires the Service Provider (SP) Administrator approval, it routes to the SP Administrator. The SP Administrator is able to view additional comments as well.


Subscribe Org to FIS

To subscribe your organization to Federated Identity Service (FIS), follow these steps:

Step 1.  Log into your MAG account, click the Administration tab, then the Subscribe to Application sub-tab.

Step 2.  Click Subscribe to Application for FIS.

Step 3.  Select or add an FIS Administrator. Click Next.

Step 4.  Select or add an Authorized Officer. This person is not required to have a MAG account. Click Next.

Step 5. The request routes to Exostar for approval or denial. You receive a notification once Exostar actions your request.

Step 6. Once Exostar approves your request, login to your Exostar MAG account to accept Terms and Conditions.

NOTE: Any users associated with your organization requiring FIS access, must request FIS access after you accept Terms and Conditions.

Suspend Access to Applications for Users

To suspend or unsuspend access to an application, follow these steps:

Step 1.  Log into your MAG account, and click the Administration tab.

Step 2.  Search user, and click the user ID link to open the user’s profile.

Step 3.  From Application Settings, click Suspend next to the desired application.  To unsuspend, click Activate.

Step 4.  If suspending, enter suspension reason in the pop-up window. Click Suspend.  If unsuspending, click OK.

Upgrade to FIS MLOA

If you need to upgrade your company from FIS Basic Level of Assurance (BLOA) to FIS Medium Level of Assurance (MLOA): 

Step 1.  Log into your MAG account, click the Administration tab, then the Subscribe to Application sub-tab.

Step 2.  Click Subscribe to Application for FIS.

Step 3.  Under the Organization Assurance Information section, select Medium. Click Next.

Step 4.  The request routes to Exostar for approval or denial. You receive a notification once Exostar actions your request.

Step 5.  Once Exostar approves your request, login to your MAG account to accept Terms and Conditions.

NOTE: Any users associated with your organization requiring FIS access must request FIS access after you accept Terms and Conditions. MLOA requires in-person proofing.



Manage Users

Add Users Individually

To add users to your organization's MAG account, follow the steps below:

Step 1.  Log into your MAG account, and click the Administration tab.

Step 2.  Select Add New User.

Step 3.  Enter the user’s information, select their role, and application access. Click Continue.

Step 4.  Review information and click Submit.

NOTE: You receive an account creation notification email, and the user receives an instructional email. Additionally, restricted access is applicable for the ForumPass application only. Only select On if the user requires a restricted profile within ForumPass.

Invite Users to Self-Register

Alternatively, you can add users to your organization's MAG profile by inviting them to self-register first, and then approving their registration from your MAG account. To follow this scenario of adding users to your organization, follow these steps:

Step 1.  Provide the user with the self-registration URL (https://portal.exostar.com/userRegistration) and Organization ID

NOTE: To obtain the ID, go to My Account, Edit Profile. View Organization ID from the User Profile section.            

Step 2.  Send the Organization ID and Self-Registration URL to the user.

Step 3.  Once the user completes the invitation, the request routes to any user within your organization with the Organization Administrator role, for approval.


Approve or Deny Self-Registrations

Step 1.  Log into your MAG account and go to Registration Requests.

Step 2.  Click Authorize User.

Step 3.  Click hyperlinked Request ID.

Step 4.  View request details and click Next.

Step 5.  Answer questions by selecting responses from drop-down menus. If approving, select YES  for both questions.

Step 6.  Select action (Approve or Deny) and click Next to complete.

NOTE: If the status of a request is Pending, you are unable to action the request.  Scroll over the request ID to determine who locked the request.  To unlock the request, contact the individual whose name displays.


Assign Additional Administrators

If you need to assign additional Organization or Application Administrators to help you manage your organization's users, follow these steps:  

Step 1.  Log into MAG account, click the Administration tab.

Step 2.  Search user, and click the user ID link to open the user’s profile.

Step 3.  Scroll to the Application Settings section.  Select the desired role from the Role column.

Step 4.  If assigning the role of Application Administrator, or updating applications for a user to administer, you must select the application you want the user to administer by selecting Update.

Step 5.  Once Update is selected, check the Select column for the applications you want the user to administer.  Click Done.

Step 6.  To complete role and/or application administration, scroll to the bottom of the page and click Submit.

NOTE:  If you are the only Organization Administrator for your organization’s account and you change your role, there will not be an Organization Administrators for the account.  In this circumstance, please ensure you assign another user the Organization Administrator role before removing the role on your account.


Delete Users

Step 1.  Log into your MAG account, click the Administration tab.

Step 2.  Search user, and click the user ID link to open the user’s profile.

Step 3.  Under Application Settings section, click Delete User.

NOTE:  If the user has a FIS Certificate(s) or One Time Password (OTP) Hardware token associated with their account, you need to revoke the credential prior to deleting  the user.  Please be advised that revocation of a credential and/or user deletion is an irreversible, permanent action. A new purchase is required once revocation is complete.


Suspend Users

Step 1.  Log into your MAG account, click the Administration tab.

Step 2.  Search user, and click the user ID link to open the user’s profile.

Step 3.  Under Application Settings section, click Suspend or Enable User Access.

Step 4.  If suspending, you must select a suspension reason from the drop-down menu. Click Suspend.

Unsuspend Users

Step 1.  Log into your MAG account, click the Administration tab.

Step 2.  Search user, and click the user ID link to open the user’s profile.

Step 3.  Under Application Settings section, click Enable User Access.



Manage in Bulk

Suspend Access in Bulk

To suspend or unsuspend access to specific applications for users in bulk, follow these steps:  

Step 1.  Log into your MAG account, click the Administration tab.

Step 2.  Select Bulk Actions.

Step 3.  Create your .csv file. Click Browse for .csv file.

Step 4.  Choose to Suspend or Unsuspend Application. Choose the Application.

Step 5.  Click Validate and fix any errors.

Step 6.  Click Commit.

NOTE: An acknowledgement page displays with processed file results.  Please reference the Bulk Actions and User Upload Guide for additional information and .csv file.

Delete or Suspend Users in Bulk

Step 1.  Log into your MAG account, click the Administration tab.

Step 2.  Select Bulk Actions.

Step 3.  Create your .csv file. Click Browse for .csv file.

Step 4.  Choose to Suspend, Unsuspend, or Delete.

Step 5.  Click Validate and fix any errors.

Step 6.  Click Commit.

NOTE: An acknowledgement page displays with processed file results.  Please reference the Bulk Actions and User Upload Guide for additional information and .csv file.

Add Users in Bulk

Step 1.  Log into your MAG account, and click the Administration tab.

Step 2.  Select User Upload.

Step 3.  Create .csv file. Click Browse for .csv file.

Step 4.  Select the applications you want to add users to.

Step 5.  Click Validate and fix any possible errors.

Step 6.  Click Commit.

NOTE: Please reference the Bulk Actions and User Upload Guide for additional information and .csv file.



Reset Passwords

Step 1.  Log into your MAG account, click the Administration tab.

Step 2.  Search user, and click the user ID link to open the user’s profile.

Step 3.  Under Application Settings, click Reset Permanent Password.

NOTE: The user receives a password reset notification.



Modify Email Subscriptions

Organization Administrators can disable selected administrative emails. Follow the steps below to disable unwanted notifications:

Step 1.  Log into your MAG account.

Step 2.  Click the Gear Icon (top, right corner) and select Email Settings.

Step 3.  Select email notifications you want to turn on or off.

Step 4.  Click Submit.

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