Users and Roles in the Admin PortalCopy Anchor Link

Two screens work together. Users lists everyone who uses Claira in your organization and the role each person holds. Roles defines what each role may do. Assigning is done on Users; permissions are edited on Roles.

The Users screenCopy Anchor Link

• Every person who has used Claira in one of your cases appears, with their email and the cases they are on.
• Last active is the last time the person opened Claira or ran something in it: a scan, bulk task, prompt, Insight, chat or field migration. Discover logins are shown separately; hover the column header for the definition.
• Sync from Discover refreshes the list from your Discover portals, so names and emails match Discover. It runs by itself several times a day; use the button when you need it now.
• The role dropdown on each row assigns a role. A person who has no explicit role is a User.
• Access review downloads a CSV of who holds which role, granted by whom and when: the export auditors ask for.

An organization always keeps at least one Organization admin; the portal refuses to remove the last one.

Built-in rolesCopy Anchor Link

You can add your own roles (a Billing contact or a Case manager, for example) and pick their permissions from the full list.

Give a teammate access to the Admin PortalCopy Anchor Link

Only an Organization admin can open the Admin Portal, so giving someone access means making them an Organization admin. Any admin can do it.

1. Open the Admin Portal and choose Users in the sidebar.
2. Find the person. If they are not in the list, choose Sync from Discover, or ask them to open Claira in a case once.
3. In the role dropdown on their row, choose Organization admin. The change is saved straight away.
4. The person opens Claira in any case in Nuix Discover, opens the menu and chooses Manage organization.

That leaves two ways to set up a team:

• Everyone is an admin. The simplest choice when you are comfortable with the whole team holding those controls.
• Only the people who manage tokens and billing are admins. Everyone else stays a User and still sees a case's token balance and usage inside Claira in that case, on the Usage page. Only the view across all cases needs the portal.

To take access away, set the person's role back to User. They are signed out of the portal, and the portal refuses to remove your last Organization admin.

The Roles screenCopy Anchor Link

• Choose a role on the left to see and edit its permissions, grouped by area (cases, billing, Insights, early case assessment, fields, scans, bulk tasks, prompts, Agent Mode, Case Context, field migration, settings, feedback, email).
• Permissions marked Costs tokens spend the case's tokens; Affects everyone ones reach past the person running them; Irreversible ones cannot be undone. A few are Granted by Discover and cannot be set in Claira.
• Save applies the change to everyone on the role. Changing a role signs its members out of the portal; they pick up the change on their next visit to Claira.
• A permission marked Not yet enforced is recorded on the role, but no action in Claira checks it yet; it takes effect when its check ships. The enforcement card at the top of the screen says how many permissions Claira checks today.

Switching enforcement onCopy Anchor Link

Roles are recorded first and honoured later:

1. Assign roles on the Users screen and check that every admin holds Organization admin.
2. On the Roles screen, switch Enforce permissions on.

Until enforcement is on, nothing changes for your users: the portal only records roles. With it on, actions a role lacks are refused inside Claira in Discover with a clear message, for the permissions Claira checks today. The Roles screen marks the others Not yet enforced; they stay recorded on the role and take effect when their checks ship. You can switch it off again at any time.

Claira checks fifteen permissions today: Schedule case-data deletion, Paste a new API token into a case, Connect a saved API token to a case, Disconnect a case's API token, Disconnect a field, Designate the prompt or task log field, Create an Insight, Revise an Insight, Rename an Insight, Regenerate an Insight title with AI, Delete an Insight, Run an early case assessment, Delete an early case assessment, Add token packs to the monthly invoice and Use prompt templates. The last one decides who sees your organization's own templates in Quickstart; Claira's public template library stays available to everyone. See Prompt Templates in the Admin Portal.

Three of them decide who may connect a Discover API token to a case for background processing. Paste a new API token into a case covers pasting a new token, Connect a saved API token to a case covers connecting, with one click, a token Claira already holds (your organization's token, or one the person saved in another case), and Disconnect a case's API token covers disconnecting a token from a case. Connect a saved API token to a case is part of the User role by default. Manage the organization's Discover API token decides who may change the organization's Discover API token and the Personal API tokens option in the portal.

Case access is still Discover'sCopy Anchor Link

The Discover permissions described in Users and Permissions still decide who can open a case and see Claira's fields. A Claira role never grants case access; it only decides what someone may do with Claira once they are in.

Need help? Contact us at support@claira.to.