How Desk Kls Habilitations work?

1. Introduction to how habilitations work 

Access is defined by the fact of having one's email address entered as a contact on behalf of a financial institution. Every user of an application, whether a customer or not, therefore has authorization.

However, there is a difference in access management for users of a client financial institution (having subscribed to a Desk license) and those of a non-client financial institution (simply invited): The “Habilitations” page.

If you are a user of the Desk on behalf of a non-client financial institution, access is managed reactively and only by invitation from a client financial institution, on a per-file basis.

On the other hand, a client financial institution can proactively manage its employees' authorizations via a dedicated page.

The “Habilitations” page allows you to:

• Manage your organization chart;
• Add or archive users on behalf of your entity;
• Assign personalized roles and rights to each user.

2. Desk Kls: roles

• Team leader:

This role is frequently given to team managers or people with responsibility for managing tool/software authorizations on behalf of employees.

It grants the following rights only for the entity or entities where the user is authorized:

• Access the “Habilitations” page
• Create/manage teams
• Create/manage user accesses

By capillarity, a Team Manager sees and has access to operations created and managed by users in his or her team and in lower-level teams. If a Team Leader is added to a team, he or she automatically gains view and access to the operations of users present in that team, as well as users in related lower-level teams.

A Team Leader empowered at root team level (see below) will therefore have full visibility of all existing operations on the Kls Desk.

• User:

The “User” role is a simple user. You become a user as soon as you have been entered as a contact within a facility.

It has no specific capabilities beyond the rights assigned to it (see rights below), and will only be able to view things it has created (if it has the right to do so) or to which it has been specifically invited by a peer. 

3. Access management

The "Habilitations" page is only accessible if you have the “Team Leader” role (see above). It enables you to manage the users who have access to your entity's Kls space, as well as the teams and rights of each user.

To access it, follow these steps:

• Log in to the platform
• Hover over the entity icon at the bottom left of your screen
• Click on “Habilitations”

1. Basic teams : 

When you become a Kls customer, at your first login to the Habilitations, you will find an organization chart consisting of a single team—the root team. It's from here that the other teams can be created. Once onboarding has been completed, the root team should contain only the highest hierarchical managers.

This page is divided into three tabs:

• The “Authorized” tab: contains users who have been assigned to one of the entity’s teams and have been granted access rights.
• The “Guests” tab: contains users who have been invited to participate in an operation in Debt Syndication or Debt Tracking but have not been authorized. They are not in any of the teams in the organization chart and have no rights except for the operations they have been invited to.
• The “Archived” tab: contains users whose access rights have been revoked. They no longer have access to the platform via this entity.

2. Create a team : 

When creating a new team, the team leader has two options: on the same level as an existing team, or below an existing team.

By hovering the mouse over an existing team, you can choose where to place the new team, thanks to the (+) symbol that appears (in this case, below or next to it).

When teams are on the same level, there is no link between them. This creates a veritable Chinese wall between two teams, as user activity on one team will be completely invisible to the other.

Conversely, when a team is created below an existing one, it will be possible to implement the principle of capillarity, which will enable the “higher” teams to see the activity carried out by the collaborators of the “lower” team.

In this way, the manager of a group of collaborators divided into several different teams can maintain a global view of the activity of his teams, without one of his teams being able to see the activity of the others.

3. Create (or modify) a user

Only a user with the Team Leader role can add/modify a user.

He/she will be able to act only on the team in which he/she is empowered, as well as on all subordinate teams.

To create a new user, simply go to the Habilitations page. Then you have two options: 

•  Create a user directly using the “Add some users” button in the organization chart view.
•  Create a user after clicking on the team he will join. In this case, the team selection will be pre-filled.

Then you will have three steps to add the user:

• Enter basic information: email address, team, and markets
• Specify role
• Specify access rights

After validation, a new line will appear in the list of team users, with the collaborator's email address and the sentence “Invitation sent by email”. This indicates that the added user has received an email from no-reply@kls-desk.com to initialize the account (create password & complete information). Once the profile has been completed, you will find the first name and last name.

i. Assign markets

When settling user profiles, you can customize their scope of access.

There are 8 different markets: Corporate, Pro, Agriculture, Public Authorities, Renewable Energy, Real Estate development, Public-Private Partnership, and Wealth Management.

The markets assigned to a user have the following impacts:

• Debt Syndication:
  • A user with creation rights in Debt Syndication can only create operations for the markets in which they are authorized.
  • When inviting a Kls client entity, the list shows:
    • First, users authorized for the relevant market to the specific operation
    • Second, users authorized for the other markets
• Debt Tracking: The markets assigned to a user do not impact their use of this application.
• Debt Eligibility:
  • A program manager can create programs and access programs for the markets in which they are authorized.
    A distributor can access and make reservations in the programs of the markets for which they are authorized.
  • The markets assigned to a user will be of primary importance when his or her establishment is invited to an operation via the Kls Desk.

ii. Assign creation rights

As Kls is a multi-application software publisher, you may have several uses for our tools depending on your subscriptions.

You can assign creation rights by application in the Desk, specifically:

• Debt Syndication: allows a user to create financing operations in collaboration with their partners. See the article on How to create and manage an operation in the Debt Syndication application.
• Debt Tracking: allows a user to create syndicated and/or bilateral operations in collaboration with lenders, clients, and internal teams. See the article on How to create and publish an operation in Debt Tracking.
• Debt Eligibility – CDC journey: See the article on specific rights for the CDC journey (currently under construction).

5. Archiving and access management

A Team Leader can archive a user who is within their scope. This action instantly deactivates the user’s access. The user will therefore lose access to all their operations.

To archive a user:

• In the Chart view, click on the team the user is a member of. In the corresponding row for the user, click the three dots at the end of the row, then select “archive”.
• In the List view, use the search bar to enter the user’s first name, last name, or email address to easily find them. Then click the three dots at the end of the row and select “archive”.