User Access Request | Germain Documentation

👥 User Access Requests

GermainUX allows prospective users to request access to the Germain Workspace. Administrators can review each request, assign the appropriate Roles and Teams, and then approve or reject it.

💡 This workflow helps organizations:

	Benefit
1	Control who can access the Germain Workspace
2	Review requests before creating accounts
3	Apply least-privilege permissions
4	Control dashboard, data, and Session Replay visibility
5	Maintain a record of access decisions

➡️ Request Access

From the GermainUX login page:

Click Request Access.
Enter the required user information.
Submit the request.
Wait for an administrator to review it.

Submitting a request does not immediately grant access. The requester can sign in only after an administrator approves the request and the account setup is completed.

🔍 Review Access Requests

Administrators can review pending requests from the Germain Workspace.

Go to:

Germain Workspace -> Left Menu -> Settings -->System -> Auth Settings -> Access Requests

Select a request to review:

Item
Requester’s identity and email address
Date and time of the request
Requested access
Current request status
Any additional information provided by the requester

Before approving the request, verify the requester’s identity and confirm that access is required for their responsibilities.

✅ Approve an Access Request

To approve a request:

Go to System -> Auth Settings -> Access Requests.
Select the pending request.
Review the requester’s information.
Assign the appropriate Roles.
Assign the user to the appropriate Teams.
Click Approve.

After approval, GermainUX creates or enables the user account and notifies the requester when applicable.

Access-Control Object	Purpose
Role	Controls which operations and administrative functions the user can perform.
Team	Controls which dashboards, monitored data, and Session Replays the user can access.

Assign only the Roles and Teams required for the user’s responsibilities.

⛔ Reject an Access Request

To reject a request:

Go to System -> Auth Settings -> Access Requests.
Select the pending request.
Review the requester’s information.
Click Reject.
Enter a reason when required.
Confirm the rejection.

Reject requests when:

Reason
The requester’s identity cannot be verified
Access is not authorized
The request is incomplete
The requested permissions exceed the user’s responsibilities
The request was submitted accidentally or more than once

Rejecting a request does not create or enable a GermainUX account.

🕰️ Review Request History

The access-request list provides a record of submitted requests and their status.

Depending on the available filters, administrators can review:

Filter
Pending requests
Approved requests
Rejected requests
Requesters
Reviewers
Submission and decision dates

This history helps administrators investigate previous decisions and support access-control reviews.

⚙️ Manage an Approved User

After approving a request, manage the account from:

Germain Workspace -> Left Menu -> Settings-> System -> Auth Settings -> Users

From the Users page, an administrator can:

Action
Update assigned Roles
Update Team memberships
Reset the user’s password
Enable or disable the account
Remove access when it is no longer required

⚡ Recommended Practices

Practice
Verify each requester before granting access.
Apply the principle of least privilege.
Assign Teams according to data-visibility requirements.
Avoid granting administrative Roles unless necessary.
Document the reason for rejected requests.
Periodically review approved users, Roles, and Team memberships.
Disable or remove accounts that no longer require access.

Service: Authentication

Feature Availability: 8.6.0 or later