Onboarding New User - Checklist

This knowledge article serves as a comprehensive guide for onboarding new users within your organization's akoyaGO products. Begin the onboarding process by completing the following steps. Please complete these steps before submitting a case through GOsupport.

1. Create an email address for the new user.

• Set up an email address for the new user using the designated email domain. This must be done by the Global Administrator in your Microsoft 365 Admin Center, which is often a third-party IT Provider or parent organization.
   

2. Determine intended permissions for the new user.

• Decide on the level of access required for the new user:
  • Read Only, Team User, or Administrative User
  • Business Central Permissions
  • GOmanager, GOapply Administrator, etc.
     

  Licenses, User Roles, and Permission Assignments

To receive more detailed instructions on completing the steps in this section, please visit the Knowledge Article here. You will need Administrator and Delegated Mailbox Approver Permissions in akoyaGO to complete the steps.
 

Check License Requirements

• Review license needs for Business Central and Power Apps Licenses.
   
• If new Business Central or Power Apps license(s) are needed, contact GOsupport for assistance. 
   
• Wait for the completion of the license setup before proceeding further.
   
• Any other licenses (including Power Automate, SharePoint, etc.) are not managed by akoyaGO and will need to be purchased and assigned internally.
   

Assign Licenses to the Microsoft Admin Center

• Allocate existing Business Central and Power Apps licenses to the new user.
  • Power Apps Premium (required for akoyaGO access)
  • Business Central (View Only/Essentials) if applicable (required for Business Central Access)
  • Assign any other necessary permissions within your organization.
     
• If possible, use permissions that have been assigned to an existing staff member as a reference

Add to GOmanager Group (if necessary) in Microsoft Admin Center
If your new user needs access to GOmanager so they can build in GOapply, you will also add them to a GOmanager Team in your Microsoft 365 Admin Center. Instructions for that are found here.

Assign Security Roles in akoyaGO in PowerApps - Power Platform Admin Center. Instructions for assigning security roles are found here.
Please note to access to the Power Platform Admin Center is determined by your Microsoft 365 roles, which are not managed by akoyaGO. If you are attempting to assign security roles and/or testing and enabling email for a new user and you cannot access the Power Platform Admin Center, please reach out to your internal administrator.

• Allocate necessary permissions for akoyaGO usage. Refer to the guide for understanding the differences between user roles here.
  • Required :
    • If setting up an Admin User you will assign akoyaGO Administrator (no accounting) or akoyaGO with Accounting Administrator, depending on which app your organization uses, and System Customizer.
    • If setting up a Team User, you will assign akoyaGO Team User (no accounting) or akoyaGO with Accounting Team User, depending on which app your organization uses.
    • If setting up a Read Only User, you will assign akoyaGO Read Only access or akoyaGO with Accounting Read Only Access, depending on which app your organization uses. 
  • Dynamics 365 App for Outlook User
  • If Applicable:
    • Additional security roles for GOapply (GOapply Administrator), GOfund, or any other roles needed for access to sections of akoyaGO that are limited to certain users
    • Your organization's custom security role, if one exist

Field Level Security/Teams
If you have any custom Field Level Security or Teams set up for security, add the new user based on what their permissions should be. This step is only necessary if you have custom security in place.

Enable Permissions for Business Central Users

• Enable permissions for Business Central users as per the instructions provided here.
   
• If you are without a Business Central Essentials License and therefore unable to manage permissions in Business Central, please contact GOsupport to have these managed. All Licenses and User Roles will need to be assigned by Foundation Staff before this step.

 

Dynamics 365 Integration with Outlook

• Set up and test the user's mailbox for Outlook integration in the Power Platform Admin Center.
   
• Add Dynamics 365 App to Outlook for integration.
   

Sharepoint Access

• Ensure the user is added to Sharepoint for accessing documents within akoyaGO entities.

 

  Training New Users

Your organization is responsible for conducting training sessions for new users including:

• Assigning an internal point of contact for addressing questions.
• Investing time in highlighting key responsibilities, expectations, and functionalities of their role within the akoyaGO products.

akoyaGO offers virtual new user training at an hourly billable rate. All virtual training sessions will be recorded and available to the client for future reference. A list of standard akoyaGO trainings that are offered can be found here: Training Menu

If you would like begin the process to set up a training case for a new user, please reach out your Account Manager, or open a new case through GOsupport with the Support Case Type of 1 - Request for Customization. We encourage you to plan ahead for virtual new user training, as coordinating these trainings and scheduling may take several weeks.

Important: Any GOsupport cases related to training a New User within their role and navigating the akoyaGO products will be considered billable work. Training will be provided upon the approval of an estimate by the Administrator at the Foundation.

 

Develop Training Materials

• Provide access to training materials, including any video recordings specific to your organization developed during implementation and relevant Knowledge Articles available on GOsupport. The akoyaGO Basics Course is a good place for a new user to start!
• Create a list of relevant videos and knowledge articles from the Knowledge Base specific to the new user's role within the organization.
• Provide times for new users to check in with the Point of Contact and ask questions about their experience.

​​​​​​​

Practicing in akoyaGO

• For new users to practice using akoyaGO, your foundation has two options:
  • The foundation can opt to create a Sandbox environment (more information on this below.) Please note a Sandbox environment a copy of the Production environment at the time you copied it. For this reason, Sandbox environments can contain different data and function differently than the live Production environment as changes are made after that point. Sandbox environments also do not integrate with Business Central, GOapply, GOfund, or GOdonate. Please note we do not currently offer Business Central Sandboxes.
  • The other option for practice data entry is to allow the new users to work directly in your Production environment. If you choose this option, an Admin User will need to delete all test records after practice data entry is complete. If new users are practicing directly in your live Production environment, we encourage you to first confirm Auditing is enabled for all tables (entities) for which you would like changes recorded. Audit history for a record will only be populated if auditing is enabled for that table. For a list of akoyaGO tables audited by default, please reference this Knowledge Article. More information on enabling Audit History for additional tables can be found here.
    
     

GOsupport and Sandbox Introduction

• Familiarize the new user with GOsupport for any assistance required.
   
• If your foundation has decided to set up a Sandbox environment for new users, make sure to give the user access to this sandbox environment. More information on Sandbox environments can be found here.