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Configure Users and Groups

Note: A user should not be allocated to multiple groups at a time. If a user is added to more than one group, when logging-on they will only ever be assigned the permissions etc. from the first of the groups alphabetically.

Add a User

Under the Users and Groups node within your repository in Administrator, users can be added in one of two ways:

  1. Manually
  2. Imported and synchronized from your ERP system

    Note: For EBS customers, once a valid username is added in Administrator, the application also picks up the responsibilities assigned to the user. Upon logging in to Hubble, the user will select one of these responsibilities.

Create a User Group

In Administrator, you can create groups in which to organize users; this can particularly be useful not just for organizational purposes but also when performing tasks at the group level such as when setting permissions or capabilities.

  1. Log into your repository if you are not logged in already.
  2. Expand the Users and Groups node in the left panel.
  3. Highlight the level above which you want to create the new group, whether it be Everyone or another level that already exists.
  4. Right-click on this level and New> Group.
  5. In the Group Definition dialog, create a name for the group and, optionally, a description. (Leave the Members section in this dialog blank for now; it will show the users included in this group after you have added them in at a later step.)
  6. Click OK.
  7. You will now see this group listed in the tree structure under Users and Groups.

Edit a Group

Once created, a user group can be deleted. It is important to know that when a group is deleted, all users and groups within it will be deleted as well. The exception to this is for users who also belong to other groups; in that case the user will not be deleted. Additionally, you cannot delete the ‘Administrator’ or ‘Everyone’ Groups.

  1. Log into your repository if you are not logged in already.
  2. Expand the Users and Groups node in the left panel.
  3. Right-click on the group you wish to delete and select Delete.
  4. You will be prompted to confirm this action.

Manually Add a New Standard User

You can manually add Hubble users within Administrator. If you manually create a user, you must manually assign permissions for the profiles. (This is different than synchronizing a user when the system automatically assigns permissions for that user to the associated profile.)

  1. Log into your repository if you are not logged in already.
  2. Expand the Users and Groups node in the left panel.
  3. Highlight the level above which you want to add the user, whether it be Everyone or another level that already exists.
  4. Right-click on this level and New> User.
  5. In the User Definition dialog, enter in the requested information and activate the options as desired:
    1. Name [Hubble username]
    2. First Name
    3. Surname
    4. Email
    5. Password
    6. Confirm password
    7. Enforce password policy
    8. Enforce password expiration
    9. User must change password at next login
    10. Enforce account expiration
    11. Account is disabled
  6. Click OK.
  7. You will now see this user listed in the tree structure under whichever group you placed them in.

Note that:

  • Passwords may not be too common, e.g. the password 'password' can no longer be used.
  • Passwords may not contain sequences, e.g. 123456 or 111111, qwerty, and abcdef are not allowed.
  • The minimum password length is 6 characters.
  • The default setting is that new users must change the password when they first login.
  • Entry of an email address is mandatory. Upgraded and imported users can still login to Desktop without having the email address, but when the account is edited the Administrator must enter their email address.

    Note: Each Hubble user is required to have a valid email address regardless of whether or not they use Web Single-Sign on (SSO).

If a customer is using the Desktop Simplified Sign-On (reduced login) functionality either of these two workflows may be followed:

  1. The user enters a password once (no change):
    1. The user is created in the Administration tool, logs into Hubble and enters a password 1 time.
    2. On this login Hubble will record the user’s Windows domain user identity.
    3. On subsequent logins they will not be requested to enter a password.
  2. The user never enters a password (small change):
    1. The user is created in the Administration tool and the Administrator sets the Windows domain user so the user never needs to enter a password.
    2. There is an additional step to enter the users email address, as this is now required when editing the user definition in the Administration tool.

The user can then log in with no password.

Add a Platform User

  1. Log in to the Platform with administrator credentials.

  2. Select Manage Users to navigate to the Users section.

  3. Select the Create User button.

  4. Enter the required user information:

    • First name

    • Last name

    • Email

  5. Assign a user license type:

    • Designer: For users who create and design reports

    • Power User: For users who run and modify reports

    • Viewer: For users who only view reports

  6. Select Create user to create the user.

  7. Complete user setup by using the Platform User Sync tab in the ERP User Synchronization window. Select the Add action to synchronize the user.

    After Platform user creation, the user appears in Administrator with their email address as the username.

Edit and Delete Users

A user profile can be edited after it is created. The only setting that cannot be changed is the user’s Hubble username.

Note: You can only delete the Administrator User when there is at least one other Administrative Account available (other than System). The System User cannot be used as a login and cannot be deleted, renamed or moved even by Administrators as it is used for internal operations.

Before deleting a user, you may want to review what is contained within their profile by using the Browse as User functionality.

  1. Log into your repository if you are not logged in already.
  2. Expand the Users and Groups node in the left panel.
  3. Right-click on the specific user and select Edit or Delete, depending on which action you wish to do.

    4. Note: Platform users can only edit the email address field in the User Definition window.

    Platform User Deletion

    For Platform users, after deleting a user from the Platform:

  4. Perform synchronization in the Administrator tool to remove the user from the Hubble repository.

  5. The deleted user will appear with a Remove indicator during synchronization.

  6. When prompted to confirm deletion, select Yes.

  7. Complete the synchronization process to finalize the user removal from Hubble .

Remove Platform User Data for GDPR Compliance

When a Platform user leaves your organization, remove their personal data to comply with GDPR requirements.

Remove User from Platform

  1. Sign in to the Platform with administrator credentials.
  2. Go to the User Management section.
  3. Search for the user you want to remove.
  4. Select the user, then select Delete User.
  5. When prompted, confirm the deletion.
  6. Verify that the user no longer appears in the platform user list.

Synchronize User Deletion in Hubble

Complete user removal using one of these methods:

Method 1: Platform Synchronization

  1. Sign in to the Hubble Administrator tool.
  2. In the left panel, select Users & Groups.
  3. Right-click and select Synchronize.
  4. In the synchronization window, select the Platform User Sync tab.
  5. Select Analyze to get the current Platform user list.
  6. Find the deleted user in the list. The user will show an Action status of Remove.
  7. Select the user, then select Synchronize.
  8. This marks the user for deletion in Hubble .

Method 2: Direct Deletion from Hubble Repository

  1. In the Users & Groups section, find the user you want to delete.
  2. Right-click the user and select Delete.
  3. Review the deletion confirmation. The following data will be removed:
    • User profile information
    • Module assignments
    • Access permissions
    • Personal preferences
    • Repository access history
  4. Select Delete to permanently remove all user data from Hubble .
  5. Verify the deletion by searching for the user. No results should appear.

Important Notes

  • Platform deletion must occur first to prevent re-synchronization
  • Synchronization ensures Platform and Hubble remain aligned
  • This process permanently deletes all user data and cannot be undone
  • Allow time for synchronization to complete before final deletion
  • For immediate deletion needs, proceed directly to Method 2 after Platform removal

Move a User to a Different Group

In Administrator you can move users to different user groups by completing the following steps:

  1. Log into your repository if you are not logged in already.
  2. Expand Users and Groups in the left panel.
  3. Select Everyone (or whichever group the users are currently included in).
  4. Highlight the users in the right panel and drag them over to the desired group.

In the example below, we will move 2 users from the Everyone level to the Finance Group. This is done by focusing on the Everyone level, highlighting the 2 users, and then dragging and dropping them from the right panel to the correct group in the left panel:

The users now are listed under the Finance Group:

Change the Properties of Multiple Users for Standard Version

You can edit the user properties for multiple Standard users at once. To do this:

  1. Log into the repository (if you are not logged in already).
  2. Expand Users and Groups in the left-hand panel.
  3. Select Everyone (or whichever group the users are currently part of).
  4. Select multiple users in the right-hand panel using the Shift or Control key.
  5. Right-click and select Edit. The Edit Users dialog is displayed:

  6. Make whichever change is needed within the dialog and click OK.

Import and Synchronize Users

Note: Starting from version 25.3, Platform users can use the Platform User Sync option to add non-ERP users directly from the Platform to the repository.

After creating Connections and Profiles, you can import and synchronize user names and information from your Enterprise Resource Planning (ERP) system with Hubble . The synchronization process allows you to check for users not currently stored in the repository and cross-reference user data such as Group or Role information. For Platform authentication users, you can also synchronize users directly from the Platform using the Platform User Sync tab, eliminating the need for these users to exist in the ERP system. Any subsequent amendments to Group/Role structures in the ERP system can be mirrored by running the Synchronize tool.

  1. Log into your repository if you are not logged in already.
  2. Expand the Users and Groups node in the left panel.
  3. Highlight Everyone.
  4. Either right-click and select Synchronize or click Synchronize Users on the Ribbon. (To view it on the Ribbon, you need to click the drop-down menu on the right side in order to see it.)
  5. In the upper left-hand corner of the ERP User Sync dialog, choose the ERP profile from which you wish to synchronize users.

  6. In the bottom left-hand corner of the dialog, click Settings to set all synchronization settings prior to bringing in the users. Set the options within Synchronization Settings as needed.
    1. Repository Users – select from all users or just those from the profile previously defined in the main ERP User Synchronization screen.
    2. Profiles – select to group users under their ERP Role, ERP Group or a specific group within Hubble.
    3. Password – select the default password for each user being synchronized in.
    4. Hide password in Details form – hides the password in the Details dialog, accessed from the ERP User Synchronization screen (after selecting a specific user).
    5. Expire passwords for new users – automatically expire the original passwords for new users so they are forced to create new passwords when logging into Hubble for the first time.
    6. Disable new users – automatically set new users’ status to disabled until you enable them individually.
  7. Back in the ERP User Sync dialog, click Analyze to list all users from the defined profile in the upper left corner:

    1. Optionally, adjust the Display drop-down to show specific users:
      1. Show All - show all users in your ERP system.
      2. Show Changes - show only those users whose ERP information has changed since last being synchronized with Hubble.
      3. Show Additions - show only new users who have been added to your ERP system since last synchronizing.
      4. Show Removals - show only those users who have been removed from your ERP system since last synchronizing.
      5. Show Updates - show only those that will be updated when you next synchronize. It is important to show these users prior to synchronizing to verify which users will be updated. You want to uncheck any users that do not need updated because otherwise synchronizing them again changes their existing grouping in Hubble.
      6. Show Selected - show only those users who have been selected in the ERP User Synchronization dialog.
    2. To search for specific users, user the Filter in the upper right corner. This will display the specified user.

  8. For Platform Users Only: If the user already exists in ERP:

    • Ensure the Platform user email matches the ERP user email.

    • Perform ERP synchronization in Hubble Administrator.

    • The system links the ERP user with the Platform user.

    The Platform User Sync tab enables you to add non-ERP users from the Platform to your repository.

    • In the User Synchronization window, select the Platform User Sync tab.

    • Select Analyze to retrieve users from the Platform.

    • In the results list, select the check box for each user you want to add to the repository.

    • Select Synchronize to add the selected users.

      • Note: The synchronization process adds the Platform users to your repository with their existing Platform permissions and roles.

        Platform Sync Actions:

      • Add: Select users to add to repository.
      • Update: Select users to update the details in repository.
      • Remove: Select users to remove from repository.
      • None: No Platform changes detected.
  9. Optionally, you can set the group where these users will be placed within the Users and Groups folder.
    1. Select all the appropriate users (you can use the Shift/Ctrl keys to select users), right-click and select Set Group:

      ERP User Sync

      Platform User Sync

    2. Mark the group you wish to place them under and select OK:

    3. You see their group has changed appropriately:

  10. To see details about any one user, highlight the user’s name and select Details to bring up the Details dialog. You can change settings in here as needed. Click OK when finished.
  11. Use the Shift/Ctrl keys to select users. Check the boxes next to the users you are synchronizing.
  12. Prior to synchronizing, change Display to Show Selected to confirm which users you are updating. (This way you know only the selected users are being added and users that had already been synchronized will not be synchronized again as they will lose all previously set groupings and permissions.) The users who will be synchronized have check marks next to their names. To prevent any users from being synchronized, uncheck the box next to their names.

  13. Click Synchronize to synchronize users:

  14. Assign licenses as needed.
  15. The action status has changed to ‘Added’ or ‘Removed’.
  16. Click Close to complete the process.

    Note: If you change a user name in your ERP system or in Hubble, the synchronization will be lost and the user is treated as a new addition.

Special Cases

ERP Unavailable Scenarios

Users with any status (active, expired, disabled) not present in ERP and not added to Platform:

  • Status remains disabled.
  • License are not assigned.

Expired User Activation

The Platform does not support user expiration. To activate expired users:

  1. Update user details on Platform (such as first name and last name).
  2. Run platform synchronization.
  3. User status updates according to synchronization workflow.

    Note: Account expiration is not available in the user interface. Administrators cannot directly activate expired users without updating Platform details.

Export and Import Platform Users from Administrator Tool

Export Platform Users

The Export Users feature enables you to export all platform repository users to a CSV file for reporting or backup purposes.

To export platform users:

  1. In the Administrator tool, navigate to Users and Groups.

  2. Right-click Everyone and select Export Users.

  3. Select CSV as the export format:

  4. Choose the save location and file name.

  5. Select Save to export the Platform user list.

Import Platform Users

The Import Users feature allows you to update Platform user email addresses by importing a modified CSV file.

Import Methods:

  • For new customers: Import users directly using the Platform CSV template if you have their details

  • For existing customers:

    • Export users from the Administrator tool (after installing the Platform version)

    • Add email addresses to the exported file

    • Import using the Platform CSV template

To import platform users:

  1. In the Administrator tool, navigate to Users and Groups.

  2. Right-click Everyone and select Import Users.

  3. In the file selection dialog, browse to and select your CSV file.

  4. Select Open.

  5. The system validates the CSV file for:

    • Correct email format

    • Valid email addresses (using existing email validation rules)

  6. If validation succeeds, the system updates user records with the new email addresses from the CSV file.

Important Notes

  • Only email addresses can be modified through the import process

  • Email validation follows the same rules as manual email entry

  • All other user attributes remain unchanged during import

  • Export your current user list before importing to maintain a backup

Disassociate a Hubble User from a Windows User

By default, Hubble users are linked to their Windows account. This error is saying that the Hubble username being used to login is associated with a different user account than that which was used to log into Windows.

This error specifically states the current user (current Windows user) and the expected user (expected Windows user), based on the Hubble username being used to login.

Your Hubble Administrator can help determine whether there is a need to disassociate the Windows user account from the Hubble username. This is done from within Administrator as described in the steps below.

  1. Log into your repository if you are not logged in already.
  2. Expand Users and Groups in the navigation tree on the left panel and select Everyone.
  3. Expand the group that contains the user, highlight the specific user and then right-click and select Disassociate Windows User:

  4. This user can now log into the Hubble application.

Password Policy

The Password Policy is used to define and manage password protection for Hubble users. A Password Policy can be set for any individual or group. When set at the group level, whether it is Everyone or another group, it will then apply to all users and sub-groups within that group. A password policy defined at a group level can be overridden by a policy set at a lower level. So if settings for an individual user are different than those in the group the user belongs to, the individual user’s settings will take precedence.

The Password Policy options, such as minimum length, are enforced only when a password is being changed – they are not retroactive. The default settings in the Password Policy are minimal.

To access view and potentially change settings in the Password Policy:

  1. Log into your repository if you are not logged in already.
  2. Expand the Users & Groups node in the left panel of Administrator.
  3. At the level you want to view/edit the Password Policy, such as Everyone, right-click and select Password Policy.
  4. Use the checkboxes to set and define any additional password criteria:
    1. Inherit Policy
    2. Disable user after failed login attempts
    3. Restrict password re-use
    4. Restrict number of times a password can be changed
    5. Set minimum password length
    6. Enforce password strength
    7. Password should expire after x number of days
    8. Password can be the same as user name
    9. Password can be a dictionary word
    10. Password is case-sensitive
    11. Password must contain numerics
  5. Click OK to make the changes.

Password Strength

Passwords are converted into a rating number (typically between 0 and 100) as follows:

  1. Rating = password length in characters * 5.
  2. If password contains repeating characters, then rating = rating * 0.75. (An example of a password with repeating character is 'aaa4xup'. Repeating characters at the beginning or end of the password slightly reduces the rating.)
  3. If password can be found in a dictionary, then rating = rating * 0.5. (A British dictionary is used currently. There is also an American dictionary available but it is not currently used.)
  4. If password contains lower case letters, then rating = rating + lower case letters count, else rating = rating * 0.95.
  5. If password contains upper case letters. then rating = rating + upper case letters count, else rating = rating * 0.95.
  6. If password contains digits, then rating = rating + (digits count * 2), else rating = rating * 0.9.
  7. If password contains punctuation (i.e. ?, ‘, “! characters), then rating = rating + (punctuation count * 2), else rating = rating * 0.9.
  8. If password contains symbols (i.e. +,=,%,$,Aœ,\,/,@,#,^,&,| characters), then rating = rating + (symbol count * 2), else rating = rating * 0.9.

Strength bands:

  • Weak passwords have a rating is less than or equal to 30.
  • Medium passwords have a rating between 30 and 55.
  • Strong passwords have a rating between 55 and 80.
  • Best passwords have a rating greater than 80.

So, for example, if the password is “drill”, the score would be 5*5= 25 (5 characters * 5) and then 25 *.75 = 18.75. The *.75 is because of repeating characters. Total = 25 + 18.75 = 43.75 (Medium).

We reserve the right to update the algorithm at any time.

User Login and Password

The passwords for users of Hubble are not stored, so they do not need to be encrypted and they are not transmitted during login. Instead, we do what most secure applications do: we calculate a special value which is based on the chosen password, called a hash value, and store that. The hash function (SHA-2/ 256) is such that it is considered very difficult to deduce the password from the hash value, and each password has a distinct hash value. When the user logs in, we calculate the hash value of the password they have entered and compare it to the stored hash value. If they are the same, the password is confirmed correct.

There is another consideration however, which is the login information used for the repository database connection and the ERP database connection. For database connections to the repository and to the ERP database, we store the connection string, which is encrypted using AES / Rijndael with a key size of 256 bits. The connection string typically includes the database username, password, server name, and schema name. Unlike a hash value, the encrypted text can be decrypted by Hubble. The symmetric key for this encryption is stored in source code and thus ends up embedded within the application binary. The encrypted repository connection string is stored in a file on disk on the client PC, in the Hubble installation folder (repositoryselection.xml). The encrypted ERP database connection string is stored in tables in the repository database, within a serialized object: a .NET object serialized to binary format, ZIP compressed, and then base-64 encoded.

Browse as a User

If you want to review what functions and visibility a user has within Administrator, you can use the Browse as User functionality to open a new tab in the left-hand panel of Administrator.

To browse the repository as a specific user:

  1. Log into your repository if you are not logged in already.
  2. Expand the Users & Groups node in the left panel of Administrator.
  3. Select the user and either click the Browse as User button on the Ribbon or right-click and select Browse as User.
  4. A new tab, named after the user, will open in the left-hand panel of Administrator. Within this tab, you can see what access this user has. In the example below, user John only has access to the Documents folder:

  5. To close this tab, right-click and select Remove Tab Page:

Changes to the functionality or items that a user has access to in Administrator are done via Capabilities and Permissions.

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