Springbrook Cloud Migration – User Administration Guidance 

This document provides a general overview on preparing for changes to the standard user login and administration when your organization migrates to Springbrook Cloud and managing your users after the migration. 

For an additional fee Springbrook offers an Enterprise Connection to bring your own identity provider for Single Sign On and Multi Factor Authentication in Springbrook Cloud. If you have selected this option, you will be provided separate guidance for user administration. If you are interested in this service, please contact your Account Manager.  

Preparatory notes for existing Springbrook Enterprise Premise customers 

Depending on your Springbrook version you may have a few ‘default’ users available to you in your Springbrook instance: ADMINISTRATOR and WFAdmin. When you move to Springbrook Cloud these users will no longer be available and you should take the following preparatory action: 

• Determine if and/or how your organization is utilizing the ADMINSTRATOR user. Most commonly this user is setup by organizations to perform administrative functions within Springbrook and the login credentials are shared with multiple people. Instead consider how you might assign the permissions and job functions currently granted under this user to individual users. We recommend implementing these changes prior to migrating to Springbrook Cloud. 
• A work flow administrator is a Springbrook user that can approve or reject ALL work flows assigned to other Springbrook users. In Springbrook Cloud you are no longer limited to a single user (WFAdmin) being able to be assigned these permissions. When you migrate to Springbrook Cloud the user WFAdmin will no longer be available, and you will instead be able to set whichever users you want up as work flow administrators via the SS> Security> User> Work Flow Admin toggle. Prepare for this change by determining who should be granted these permissions ahead of your go live and having a task to setup those users post go live. 

You may need to do some cleanup related to users in preparation for the migration.  

• Verify that all your users have a valid email address assigned. You must have a valid email address for your Users in Springbrook Cloud. This is necessary to support notification and authentication processes in the application. 
• You cannot have multiple Springbrook Users in Springbrook Cloud who have the same email address assigned. Verify that none of your users are configured with the same email address. If they are you will need to consolidate those instances down to one user or assign a new unique email address to the users. 
• Determine which Users should be “Active” after the migration. You may have users configured who should no longer have access. Work with your consultant to establish who should be deactivated when your data is moved to cloud. 

Springbrook Cloud is securely accessible from any computer with an internet connection. In order to make the application available from outside of your organization’s network, access protocols for your network and access protocols for Springbrook Cloud will no longer be connected. This means your organization will no longer be required to use network-wide access protocols, such as LDAP, when setting up Springbrook users and managing application access. 

• For the Springbrook users who previously used LDAP to maintain their Springbrook user logins, existing User Name values set up on the User Maintenance window (SS> Maintenance> User) will be retained in the upgrade process. However, because network authentication is not used to access Springbrook Cloud, the existing network password will no longer be valid and the username will no longer automatically populate when launching the Springbrook application. 

What to expect during your Springbrook cloud ‘Go live’ 

• Following the load of your live data your Springbrook project team will submit a request to grant your active users access to your Springbrook Cloud applications through Springbrook’s Single Sign On solution powered by Auth-0. This will trigger an email to be sent to your users with instructions on how to access their Springbrook applications and establish their Springbrook password. During their initial login your users will also establish Multi Factor Authentication through an Authenticator application. 
• Our user login guide provides a complete overview of the ‘new user’ experience to establish credentials for accessing Springbrook. 

User Administration in Springbrook Cloud 

• The User Account Maintenance topic in our online help system will guide you through 
• Adding a New Springbrook Cloud User 
• Assisting a Springbrook Cloud User with a Password Reset 
• Deactivating a user in Springbrook Cloud