Evaluate your user log-ins (and save money!)

Last Monday I posted a follow-up to our January training session on “Rolling Forward for a New Year”.  In that post, I promised a couple of additional blogs later in the week on two topics that we didn’t cover in the training session due to time.  And then I got the flu and lost 4 days of my life to sleep, ginger ale and the occasional grilled cheese sandwich.  Note to self: Do not procrastinate on that flu shot next year!

My sincerest apologies for anyone who may have been waiting on pins and needles for those additional topics.  It turns out that it takes far more than four days to catch up on four days missed.  But I’m back now – and I really do want to talk to you all about User Logins.

Review your user log-ins and save money!

While it might technically be in best interests of policyIQ for your organization to have as many user accounts in the application as possible, we want those accounts to be of active, relevant users.  We’re confident in the value that’s provided with every policyIQ license – so we’d rather that you paid for licenses for individuals who are actively using the application.  TO that end, we recommend that you review your policyIQ users periodically to be sure that the users that you are paying for in the application are logging in.

There’s a simple report that you can run in policyIQ to pull a list of all users – and the last date and time that they have logged into your policyIQ application.  (Note that this report can only be run by a Site Administrator level user.  If you aren’t a Site Administrator, you might want to check in with those individuals and recommend that they take these steps.)

1.) Navigate to Reports.

2.) Add a User Report.

3.) User reports don’t actually require any filters at all, so if you want to create a report of ALL active users, add no filters at all. (This is the only kind of report that does not require at least one filter.)

4.) Click on Edit Columns to select the columns that you want to see in your results.

5.) On the Select Columns window, be sure to drill into the “Changes” category and check the box for Last Log On. This is the critical piece of information to see all users and the last time that they logged into policyIQ. I recommend also adding Groups, Account Type and Role under the “Security” category, so that you can better evaluate what kind of user each individual account is.

Evaluate your users based on your organization’s unique use of policyIQ

Once you have the list of users and their last log-in, you probably want to sort by last log-in to see if there are any users who have never logged in, or who haven’t logged in a very long time.  “Very long time” may mean different things for every organization, however.  Keep in mind that you may have users who log in only occasionally – quarterly, annually, etc – to update documentation that is otherwise pretty static, or to sign-off on questionnaires and policies.  Particularly if your organization provides easy “read-only” access to the same documentation, you may find that administrative users log in only to make updates – and use the read-only access to view the information on a regular basis.  Evaluate your next steps based on the usage of policyIQ in your organization.  (And if you aren’t sure – ask the user!  Email will be a default field on your report results, so check in directly.)

Create the report today – and save it to run on a regular basis.  If you have any difficulties creating the report – or if you want to chat about best practices around managing your users – don’t hesitate to reach out to our team!

This entry was posted in Features by Chris Burd. Bookmark the permalink.

About Chris Burd

Chris is the Vice President of the policyIQ group at RGP. She gets geeky about compliance and technology, and gets to spend every day working at the crossroads of the two. With policyIQ since 2005, Chris has worked with hundreds of policyIQ clients to implement technology and enhance their internal compliance environment. In past lives, Chris worked as a system implementation consultant, a e-commerce specialist, a customer service call center manager, and - for one short but memorable summer during high school - a machine operator on midnight shift in a plastics factory. In her free time, she spoils her nieces, reads too many books, and spends more time than she should taking photos of her cats. She's on a mission to visit the hometown of every US President - so far managing to get to 14. She would like to be a rock star when she grows up.

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