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FAQs on User Management System (UMS)
Here are all the frequently asked questions regarding UMS.
Login Behavior
How often do I need to sign in?Usually once every 7 days; network changes (e.g., Wi-Fi) or security settings may require re-login. If SSO is setup with a different configuration that might change. SSO configuration is done on the customer side and they have full control of it.
Why am I asked to log in so often?
Frequent prompts may be due to local IT security policies or lack of persistent sessions.
Why didn’t I get the login email?
Check spam/junk and confirm the email is whitelisted.
Why did I not receive the 6 digit code for log-in?
If your organization uses the 6-digit magic code for authentication, first, ensure that you have been added to your organization’s dashboard under the “Users” tab. If you have NOT been invited, you will not receive the code.
Terminology
What is SSO?Single Sign-On (SSO) is a system that lets users access multiple apps or websites using only one set of login details. In a work setting, SSO works by authenticating through an organization's identity provider (IdP). Instead of needing different usernames and passwords for each service, SSO allows users to log in once and then access all linked services without needing to log in again. This streamlines the login process, making it more convenient and eliminating the need to remember numerous passwords.
What is Directory Sync?
Directory Sync enables IT administrators to automatically provision and deprovision users to DataSnipper directly from their company's directory provider (such as Okta, Azure AD, Google Workspace, etc.). This feature streamlines user management by keeping DataSnipper users in sync with the organization's central directory.
What is Magic Auth?
Magic Auth is a passwordless authentication method that allows users to sign in via a unique, six digit one-time-use code sent to their email inbox. This one-time-use code expires after 10 minutes.
Access & Permissions
Can we have more than one Admin?Yes, multiple admins are supported.
Who can assign Admin roles?
Currently only CSMs can assign; self-assign coming in a future update.
Licensing & Seat Management
What happens when we hit the seat limit?New users cannot be added until seats are freed or additional seats purchased.
Can licenses be shared among part-time users?
Yes, by deactivating one user before adding another.
Data and Regionality
What type of data are we storing in UMS?In UMS we are storing Authentication data, that is used to verify and secure user access.
| Type | Examples | Purpose | Sensitivity |
|---|---|---|---|
| Basic identifiers | Name, surname, email address | Identify users in login process | Low |
| Credentials | Password hash, MFA token, federation ID | Secure authentication | Low |
| Session metadata | Login timestamps, IP region | Audit trail and security | Low |
Stored in: Auth0
Region: EU (Frankfurt/Dublin) or US (Virginia), depending on tenant
Where is my authentication data stored?
Authentication data (name, surname, email) is stored in the region corresponding to your tenant, EU or US, using Auth0 as our identity provider.
Is Auth0 compliant with GDPR?
Yes. Auth0 is certified under the EU–US Data Privacy Framework and includes Standard Contractual Clauses for transfers.
Does DataSnipper process passwords?
No. Passwords are securely managed and hashed by Auth0, our authentication provider.