Tenant/End Customer Level Access User Guide - PRISM

PRISM Tenant/End Customer Level Access

Before using this process, please ensure you have understood the PRISM Terms of Use; please see this article for more information.

Overview

There are two types of user access levels in the PRISM Portal: Account Level and Tenant Level. Both an Account and Tenant level are linked by a "contract agreement". A "contract agreement" is the representation of your relationship with rhipe for a specific vendor program; it contains information related to billing, vendor program levels and unique identifiers. An example of a "contract agreement" is a Microsoft CSP contract agreement; where, as a Reseller, your MPN ID is the unique identifier, and all your end customers/tenants are listed against this agreement and are billed at the contract agreement level.

This dependency between Account and Tenant Level access, plus their related structure, is depicted in Figure 1.1.

Portal permissions and available functions are determined based on the level where a user is created. For example:

• Users created at a partner level can access and perform the same functions as partners, i.e. access pricing, manage subscriptions of end-customers, sign up to new programs, etc.
• Users created at a tenant level can access the same functions as tenants, i.e. manage subscriptions at the tenant level, see retail/consumer pricing article.

NOTE: Pricing is only displayed on the ‘Add Subscription’ or ‘Manage Tenant’ page. This is applicable to consumption programs only.

Creating Tenant Level Access

To create Tenant Level Access User against one of your tenants, please follow the below steps:

1. Log into the PRISM Portal with your account credentials
2. Navigate to the Customer Management tab on the left-hand toolbar
   
3. Under the Customer Management page, locate the end customer record in your customer list, by either using the search bar or by scrolling down the page. Once the correct customer record has been located, select View under the Actions heading.
4. Under the Customer Details page, navigate to the tile: Manage Users and select the tile.
   
   
5. Under the Manage Users page, fill in the First and Last Name and Email Address of the Tenant Level User you would like to create, and then select the Create User button.
   
   Note: The Tenant Level User will receive an email from the PRISM Portal requesting them to generate their login credentials in order to use PRISM. Upon the Tenant Level Users first logging into PRISM, they will be asked to accept the PRISM Terms of Use, similar to how any Account Level User does.
6. The newly created Tenant Level User will now be recorded under the Active Users section. Should you need to reset a Tenant Level User's password, you can select the More button next to the user.
   

Deactivating Tenant Level Access

To deactivate a Tenant Level User against one of your tenants please follow the below steps:

1. Log into the PRISM Portal with your account credentials
2. Navigate to the Customer Management tab on the left-hand toolbar
   
3. Under the Customer Management page, locate the end customer record in your customer list, by either using the search bar or by scrolling down the page. Once the correct customer record has been located, select View under the Actions heading.
4. Under the Customer Details page, navigate to the tile: Manage Users and select the tile.
   
   
5. Under the Manage Users page, locate the Active Users List and select the Deactivate button against the Tenant Level user you wish to be removed.
   
6. The Tenant Level User will no longer have the ability to log into PRISM. 
   Note: The Tenant Level User will not receive any notifications that their access has been removed; the user will receive an error message when trying to log into PRISM next.

How a Tenant-Level User Can Manage Subscriptions

A Tenant Level User has the ability to perform several actions under the tenant they are associated with:

• Manage Existing Subscription Quantity
• Provision Subscription under associated Tenant
• Suspend Subscription under associated Tenant

To access a subscription as a Tenant Level User:

1. Log into the PRISM Portal with your tenant-level credentials. Upon logging in, you will be logged into the Tenant level rather than the account level.
2. On the main dashboard page, under the Programs in Use tile, select View Details.
   
3. On the Programs in Use page, you will be shown any vendor programs that the Account has an active signed contract agreement for. Select Manage against the Vendor Program you wish to access.
   
4. Navigate to the Tenants section by selecting View Details.
   
5. Under the Tenants page, select Manage against the tenant you are assigned against.
   

To alter a subscription's quantity:

1. Under the subscription you need to alter, select the Manage button. Please note that you can also expand the subscription details using the arrow icon on the right-hand side of the Manage button to see the subscription IDs etc.
   
2. On the Manage Subscription page, use the "+" or "-" symbols to alter the quantity of the subscription, then select Update Quantity to submit this request for provisioning.
   
   Note: Negative quantity changes are not available under New Commerce Experience (NCE) after the cancellation window has closed. Please refer to these program-specific articles for further information. 

To create a new subscription:

1. Under the Manage Tenant page, select the Add New Subscription or Add New Azure Plan button.
   
2. On the Add Subscriptions page, use the following details to select a product and then select Submit Order.
   • How would you like to be billed for your subscription?: This will determine the term of the subscription you provision. 
   • Filter Products: This search bar can be used to type in a product name to search for it specifically.
   • Use the "+" or "-" icons: to set the quantity of the product you wish to provision.
     
3. Once an order is submitted, it will be provisioned and then billed according to its billing term.

To suspend a subscription:

1. Under the subscription, you need to suspend, select the Manage button. Please note that you can also expand the subscription details using the arrow icon on the right-hand side of the Manage button to see the subscription IDs etc.
   
2. On the Manage Subscription page, select the Suspend Subscription button on the right-hand side of the page.
   
   Note: Cancellation is not available under New Commerce Experience (NCE) after the cancellation window (7 days) has closed. You may be able to Suspend the Subscription; however, it will still be billed for the remaining term of the subscription. Please refer to these program-specific articles for further information. 

Additional Information

Note: A Tenant Level User will not have the ability to access price lists as shown below.