How to Give a Team Access to Device Functions

Nobody can see or use a device until access is given. Access is given per function, to departments, job titles and people, for one place you choose, and it can end on a date.

Before you start

• You need the Manage IoT Access right. Granting a safety-critical control also needs Manage IoT Settings.
• Connect an account first; see Which Devices and Services You Can Connect.
• People also need the View IoT Devices right to open IoT Devices at all.
• Owners and administrators manage access but operate devices only through the access they are given. Use Grant yourself access if you need to use a device. Access you give yourself is recorded.

Give access

1. Go to Settings → Devices (IoT) → Access and choose Add access. From a device page you can also choose Add access to this device in Who has access; that device is then already chosen in Where. The dialog, Give access, has five steps. Choose Next to go on and Back to go back.
2. Who: choose the departments, job titles and people who get this access with Add people. A department includes everyone in it, now and later. Sub-departments are not included unless you choose Add sub-departments, and ones created later are not added by themselves.
3. Where: choose A device, A room, A site, A type of device, A connection or All devices, then pick one from the list (use Search to find it). Everything inside follows, now and later. All devices shows how many devices that is.
4. What: choose Pick individually and tick the functions you want, or choose a preset: View only, Up to comfort, Up to equipment or Up to security. A preset follows the safety class of each function, and each function shows its class. Live views and safety-critical controls are never part of a preset: tick them one by one under Pick individually. Safety-critical controls are granted one device at a time, and must be turned on for that device first.
5. Until: choose No end date, For 1 hour, For 8 hours, For 24 hours, For 7 days, For 30 days, or Choose a date. Times are in your time zone. Under Why is this needed? you can add a note of up to 500 characters. Access to security controls, safety-critical controls or live views needs one: the field then reads A reason is required for this access.
6. Review: read the sentence that says how many people will be able to use which functions on how many devices, with the people (SI members are marked SI) and any warnings. Choose Save access. If your password is needed, the button reads Confirm and save and asks for your password before it saves.

When you choose several departments, job titles or people, each gets its own grant, and they are saved together or not at all.

Result

The access applies at once. People see the devices in Devices and can use exactly the functions you chose.

Change or remove access

Choose Edit on a grant to change what it allows, when it ends and its note. Who and where cannot be changed: to change them, add new access and remove the old. Remove access asks you to type the word it shows to confirm, and takes effect immediately. To remove several, tick them in the list and choose the Remove button above it, which counts them.

On a device page, Who has access lists the grants that reach the device under Access given. A grant made on that device has Edit; one that reaches it through a room, a site or another place has Open in settings, which opens it on the Access tab.

Good to know

• SI members only ever get what is granted to them, limited to what their supervisor can use. They never get live views or safety-critical controls, and only use functions that are working on a healthy connection.
• To check what a person can do, or who can use a device, use How to See Who Can Operate a Device.

If it doesn't work

• "Safety-critical controls are granted one device at a time." under a function: choose A device in Where.
• "Must be enabled on the device first" under a function: on the device page, in Safety, choose Turn on… for that control.
• "Only someone who manages IoT settings can grant this." under a function: ask someone with Manage IoT Settings.
• "Say why this access is needed." in Review: go back to Until and fill in the reason.
• "Choose who gets this access.", "Choose where it applies." or "Choose what they can do." in Review: go back and complete that step.