People and organisations¶

This page explains how OS arranges organisations and people: what an organisation is, how they form a tree, what a membership is, how someone joins and leaves, and what OS keeps about a person. It has no steps; the task pages that join this guide show how to do these things.

Who keeps what¶

A person in OS has two parts, each with its own owner.

• Your account is yours: your e-mail address, your name, your password or your company's sign-in, any second step and your sessions. You change your name, address and password in the account pages of the sign-in screen.
• Your memberships belong to the organisations: which organisations you belong to and which roles, groups and attributes you have there.

An organisation therefore sees what you are and do there, not your password and not what you are in another organisation.

Organisations¶

An organisation is the closed space of one customer. Its members, rules, roles and content are only for it. An organisation can have parts, which can have parts of their own: the departments of a customer, or the customers of a partner. That makes a tree with Artific at the top.

A partner is simply an organisation with parts. What its people may do in those parts comes from roles that reach far enough (Partners). A part cannot reach the content of its parent unless a role allows it.

• An organisation is created by someone who may do that in the parent. The first administrator is invited in the same request, or is the creator, who then becomes a member without an invitation as soon as the organisation is set up; and a plan can be given in that same request (Child organizations).
• Names are unique within one parent.
• Suspending reaches every part: requests in an organisation below a suspended one are refused.
• An organisation with parts can only be deleted once its parts are gone.

Memberships¶

A membership connects one person to one organisation and has a status.

Inviting someone again after a removal makes a new membership that starts with nothing. Nobody inherits what the old membership held.

A deactivated or removed member is refused on their next request, even while still signed in. An organisation always keeps at least one active administrator; a change that would leave none is refused.

Joining¶

An administrator invites an e-mail address and chooses at once which roles, groups and attributes the new member gets. The administrator can only grant what they hold themselves (Roles and access). The invited person gets a link. The invitation is valid for seven days and can be revoked by the administrator. See Invite people and Accept an invitation.

What the invitee does next depends on the address, not on what anyone clicks:

• No account yet: OS prepares an account for that address. The link opens a page where the invitee chooses a name and a password; that makes them a member, and they then sign in with that password. There is no registration form and no second e-mail.
• An account already: the invitee signs in with the address the invitation was sent to, verified, and accepts.
• An address the organisation signs in through a company login: the invitee signs in with the company account. When that login is the organisation's own and the address is in a domain the organisation proved, that counts as proof of the address.

The link alone grants nothing: a forwarded e-mail or an account with another address gets no access. Nobody joins an organisation without accepting.

Leaving¶

An administrator can deactivate, reactivate or remove a member (how). The effect in OS is immediate. In the background OS also takes the person out of the organisation in the sign-in service. If that was their last active membership, all their sessions end; otherwise sessions stay, because they belong to the person and not to one organisation.

What the removed member made stays with the organisation, unless the administrator chooses to erase it while removing. Keeping is the default answer. Access to AI features that the member still holds at the moment of removal runs out within five minutes.

Erasing a person¶

A person can ask to be erased completely, and an operator can do so as well. OS then removes all memberships, erases what the person made in the AI features of every organisation, deletes the account and erases name, address and preferences. The logs keep a reference that nobody can trace back to the person.

Your profile and preferences¶

You can set your language, your start page, the state of the navigation and the organisation OS opens with. Only you read and change your preferences (how). Which organisation OS opened last is a convenience for you and grants no access.