Add User Account

Create New User Account

Creating new users in Practice Protect can involve several account directories or types, depending on your company’s software environment and how it is integrated with Practice Protect.

It is crucial that new accounts are created correctly to avoid issues. Please see the instructions below for each account type.

Account Types

• Cloud Directory Account (Default)  – See steps below
  • The accounts only exists in Practice Protect portal without any integration to Office 365, Google Workspace, or Active Directory.
• Microsoft 365 Cloud Email Integrated Account  (Click Here)
  • The accounts are created in Practice Protect and linked to their corresponding accounts in Microsoft 365. They are federated with Practice Protect, and certain attributes in Microsoft 365 are managed exclusively through the Practice Protect account.
• Google Workspace Email Integrated Account (Click Here)
  • The accounts are created in Practice Protect and linked to their corresponding accounts in Google Workspace via SAML. Certain attributes in Google Workspace are managed exclusively through the Practice Protect account.

• Microsoft Entra Accounts
  Accounts can be created and managed through Microsoft 365 / Entra ID. User details, such as passwords, are set in Microsoft 365, and any conditional access policies or multi-factor authentication (MFA) enforced in Microsoft 365 will also apply.

  There are two types of Entra accounts in Practice Protect:

  • Legacy Accounts (Microsoft Entra ID as Source): These accounts do not support automatic provisioning. Users must be manually pulled from Microsoft 365 into Practice Protect to create their corresponding accounts.

  • SAML Accounts: These accounts are added via an external identity provider using SAML. Adding the account in Microsoft 365 will automatically create the corresponding account in Practice Protect after running provisioning through the Microsoft SAML app.

  For detailed instructions on creating and managing both account types, see the Microsoft Entra Account Guide.

• Active Directory Linked Account (Click Here)
  • The accounts are managed by your organization’s on-premises Active Directory (Local AD Accounts), which can also be integrated with Microsoft 365 Federation

Instructions – Cloud Directory Account

In this procedure, you will learn how to create a Cloud-Only user account in Practice Protect, similar to the default account type.

1. Login to Practice Protect and switch to Admin Portal
   
   

2. Under Core Services, select Users, then click Add User in the upper-right corner.
   
   

3. You will be redirected to the Account Creation page. Enter the user details to create the account..

   
   

   Login Name: The name used by the user to sign in to the Practice Protect portal. It includes a designated suffix or suffixes based on the registered domain. (e.g., johndoe)

   Email Address: The user’s actual email address, which Practice Protect uses to deliver notifications, user portal invitations, and for any integration.

   Display Name: The name displayed in the user’s profile.

   Password: The password for the account. There are two types of password assignment:

   • Manual Assignment: The user’s manager sets the password.

   • Generated Assignment: The system generates a temporary password and includes it in the email invite.

   Password Requirements:

   • Must be at least 8 characters long and no more than 64 characters.

   • Must include at least one digit.

   • Must include at least one uppercase and one lowercase letter.

    

4. Checking the box to send a user portal invite will automatically send an invitation to the user. If you only want to create the account without sending an invite, make sure to leave this box unchecked.

5. Once all required fields are completed, click Create User.

   
   

6. The user has now been created and will appear in the User List.
   
   
   
   
7. After creating the user, proceed to assign roles and policies. This is required to maintain security standards, including restricting the user by country or IP address, depending on your desired restrictions and current setup.

Assigning Policy

A policy must be assigned to each user account to enable access. Policies are composed of conditions that control and restrict user access based on defined criteria.

1. In the Admin Portal, click Roles from the left-hand navigation menu.
   
2. Select a role (e.g., AU User – Geolocking)
   
   
   Roles such as Geolocking, WFH, and Travel are linked to policies that enforce country-based restrictions on users. The Restricted Users role is designated for users with IP-based access restrictions.
3. Once inside the role, go to Members, then click Add.
   
   

4. Find the user, select the account and click Add.
   
   

5. Click Save.
   
   
6. You have successfully added the user and assigned a policy.