The Account Manager tool in Filevine is an Advanced tool that gives Account Admin users an overview of their account as well as user and activity information. This information includes login attempts, password and multi-factor authentication activity, and products to which your tenant and users have access. This information was originally accessed through the Audit and User List reports in Filevine.
Users with the Account Admin permission can view the Account Manager tool. To navigate to the Account Manager tool, click Main Menu > Advanced > Users and Activity. You will be taken to the Account Manager tool in a new tab.
The Account Admin permission grants Admin rights at the account level. An account includes all Filevine Orgs included in your instance.
An Account Admin user can view the Account Manager tool and see other users’ activity at the account level. (In the future, this permission will grant a Account Admin the ability to administer user access to Filevine products.)
When FVID is enabled, the Account Admin permission is granted to a user in your firm. Typically, the permission is granted to the Org owner of the oldest Filevine Org in your account. This Account Admin user can access the Account Manager tool and grant and revoke Account Admin access to other users.
The Users section in the Account Manager tool displays a complete list of all users in your account. In this section, you can grant and revoke Account Admin access.
The top of the section displays the number of users, the number of products assigned to the account, and the number of accounts that have multi-factor authentication (MFA) enabled.
The user table below displays a list of users and the following information:
- user name
- Admin status
- Active status
- MFA status
Grant and Revoke Account Admin
Navigate to the Account Manager tool and select the Users section from the left side menu. This section displays a complete list of all users in your account. Users with the Account Admin permission will have a shield icon in the Admin column of the table.
To grant Account Admin access, click on the vertical ellipsis in the last column of the table. In the dropdown menu, click Grant Account Admin Access. When the access is granted, a shield icon appears in the Admin column for that user.
To revoke access, follow the same steps: click on the vertical ellipsis and select Revoke Account Admin Access. The shield icon no longer displays for that user.
The Activity section of the Account Manager tool is used to audit user activity at the account level. This activity includes sign-in attempts, password and MFA changes, who accessed the Account Manager tool, and activity around assigning and disabling a Account Admin.
Account Activity Filters
When you first access the Activity section, you can view all activity in your account. The filters on the left-hand side provide more targeted results if looking for a specific event or type of event. View the list below for more information about each filter:
- Sign-In Attempted: The Sign-In Attempted filter records all sign-in attempts for users in your account. This view displays whether the sign-in was successful, the date and time of the sign-in attempt, the name of the user if they successfully logged in, and the email of the user.
- Forgot Password: This filter is used to show if a user requested a Forgot Password reset link from the Filevine login page.
- Password Changed: This filter shows which users attempted to reset their passwords, the date and time of attempt, and whether the attempt was successful.
- MFA Changed: This filter shows the users that have made changes to their MFA, including if they enabled or disabled MFA.
- Required Password Change: This filter shows which users were required to reset their passwords and the date and time.
- Audit Data Accessed: This filter shows a list of all Account Admins who have accessed the Activity section in the Account Manager tool.
- Tenant Admin Changed: This filter shows records of Account Admin access being granted or revoked. The result column will show if it was enabled or disabled.
- Email Address: This filter can be used in conjunction with any of the Activity Type filters. This filter provides a way to target a specific user to see their account access activity. If the All Activity filter is selected, it shows a comprehensive list of all account access activity. More targeted results for an individual user can be achieved by combining the Email Address filter with the specific Activity Type you are searching for. For example, if you are looking to see if a user changed their password and when, then you could enter their email address into the Email Address filter and select the Password Changed filter.
- Date Range: The Date Range filter allows you to focus the results to a specific timeframe. Like the Email Address filter, the Date Range filter can be used to narrow results on any Activity Type.