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MAG Organization Administrators

Administrator Training

Exostar's Training Team offers bi-monthly Organization and Application Administrator training, live, via WebEx.  Please see the MAG Webinars page for registration information, as well as training event dates.


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. To view the MAG Organization Administrator guide, click here.


Manage Application Access


Accept Terms and Conditions

Users within your organization can only access applications AFTER you accept terms and conditions. To accept terms and conditions: 

Step 1.  From your MAG Dashboard, locate the desired application and click the Agree to Terms button.

Step 2.  Click Continue to view the Terms and Conditions.

Step 3.  Review the Terms and Conditions. Check the box for I have read and agree to these terms and conditions. Click Next.

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 navigate to the Administration tab.

Step 2.  Select the View Users sub-tab and search for the user.

Step 3.  Click the hyperlinked user ID to open the user’s profile.

Step 4.  Scroll to the Application Settings section, click Activate next to the desired application. 

The request routes to the Application Administrator for authorization.   

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. Navigate to the Administration tab, and the Subscribe to Application sub-tab.

Step 2.  Locate FIS. Click the Subscribe to Application button.

Step 3.  Select an existing or add a new FIS Administrator. Click Next.

NOTE:  If creating a new Application Administrator, the system creates a new user account.

The request is then routed to Exostar for approval (it may take up to 48 hours to process). You receive a notification once Exostar approves your request.

Step 4. Once Exostar approves your request, login to your Exostar MAG account  and accept the FIS 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 navigate to the Administration tab.

Step 2.  Select the View Users tab, then search for the user, next select the user ID hyperlink to open the user’s profile.

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

NOTE:  If you are suspending the account, you must enter a suspension reason in the pop-up window. Click Suspend.

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 select 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.

NOTE: The request is routed to Exostar for approval or denial. You receive a notification once Exostar actions your request.

Step 4.  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. 


Reset Passwords

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

Step 2.  Select View Users tab, search for the user, and click the user ID hyperlink to open the user’s profile.

Step 3.  Scroll to the Application Settings section. Click Reset Permanent Password.

NOTE: The user receives an email with a system-generated password.


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, from the Dashboard select the Administration tab.

Step 2.  Select Add New User.

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

NOTE: Please ensure you are using the user's legal name. This is especially important for credentialing purposes.

Step 4.  Review information and click Submit.

NOTE: You receive a confirmation email once the account is created. The user also receives an email to activate their account. 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 application by inviting them to self-register first, and then approve their registration from your MAG account. To complete this process:

Step 1.  Send the user the self-registration URL: https://portal.exostar.com/userRegistration and the Exostar Organization ID.

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

Once the user completes the invitation, the request is routed to anyone with the Organization Administrator role within your company for approval.


Approve or Deny Self-Registrations

Step 1.  Log into your MAG account and navigate to the Registration Requests tab.

Step 2.  Click Authorize User.

Step 3.  Click the hyperlinked User ID in the Request ID field.

Step 4.  View the request, and modify personal information if necessary. Click Next.

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

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

NOTE: If the status 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 your MAG account, and navigate to the Administration tab.

Step 2.  Select View Users tab, search for the user, and click the user ID hyperlink 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 Application Administrator role, 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 you click Update, 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 and navigate to the Administration tab.

Step 2.  Click the View Users tab, search for the user, and click the user ID hyperlink to open the user’s profile.

Step 3.  Scroll to the Application Settings section. Click Delete, to remove the user.

NOTE:  If the user has FIS Certificates or a One Time Password (OTP) Hardware token associated with their account, you must revoke the credential prior to deleting the user. Please be advised, 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 and navigate to the Administration tab.

Step 2.  Select View Users tab, search for the user, and click the user ID hyperlink to open the user’s profile.

Step 3.  Scroll to the Application Settings section. Click Suspend.

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

Unsuspend Users

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

Step 2.  Select View Users tab, search for the user, and click the user ID hyperlink to open the user’s profile.

Step 3.  Scroll to the Application Settings section, click Activate to unsuspend.


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 and navigate to the Administration tab.

Step 2.  Select Bulk Actions tab.

Step 3.  To upload your .CSV file, click Browse for .CSV File, then select the desired file. 

Step 4.  Choose to Suspend or Unsuspend Application. Select 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. Click here to download the .CSV file.

Delete or Suspend Users in Bulk

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

Step 2.  Select the Bulk Actions tab.

Step 3.  To upload your .CSV file, click Browse for .CSV File and select the desired file.

Step 4.  Choose to Suspend, Reactivate or Delete MAG Account.

Step 5.  Click Validate and fix any errors.

Step 6.  Click Commit.


Add Users in Bulk

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

Step 2.  Select User Upload.

Step 3.  To upload your .CSV File, then click Browse for .CSV File and select the desired 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.  Click here to download the User .CSV file.


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 Profile Menu (your name at the 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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