Management UI

• System administrators, particularly in on-premises or dedicated SaaS installations.
• Advanced users who need to manage multiple organizations or adjust global settings.

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Key Features

• User and Organization Management. Create, modify, remove users, and add them to specific organizations, which serve as isolated environments within Cognigy.AI.
• Resource Control through Quotas. Set specific quotas for organizations to manage resource usage, including the number of user seats, Projects, and messages to prevent overuse and ensure equitable resource allocation.
• Security and Privacy Settings. Change password policies and manage data privacy settings, ensuring compliance with security standards and protecting sensitive information through features like data masking and retention policies.
• Multitenancy and Impersonation Features. Cognigy.AI supports multitenancy, enabling the management of multiple organizations under one installation, along with the ability to impersonate users for troubleshooting and assistance.

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Before you Begin

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Manage Organizations

Create an Organization

1. In the Management UI, select Organisations from the left-side menu, then click in the bottom-right corner.
2. In the Create new Organisation window, enter a name for the organization in the Name field and click Create. The organization will be created with the default settings an appers in the list of organizations.

View Organizations

After creating an organization, you can see the organization in the list of organizations.

Field	Description
General
Name	The name and version of the organization.
Enabled	Whether the organization is enabled.
Max Users	The maximum number of users allowed.
Max Projects	The maximum number of Projects allowed.
Max Channels per Project	The maximum number of channels allowed per Project.
Max Messages per Day	The maximum number of messages allowed per day.
Billing Timezone	The time zone used for billing.
Data Privacy Settings
Apply to all projects	Whether the data privacy settings are applied across all Projects.
Contact Profiles	Whether Contact Profiles are created for persisted user data.
Collect Analytics	Whether analytics data is collected for all Endpoints.
Mask Sensitive Analytics	Whether sensitive analytics data is masked.
Mask Sensitive Logging	Whether sensitive logging data is masked.
Collect Conversations	Whether the conversation history is collected.
Ignore List	A list of Projects that use Endpoint-specific privacy settings instead of organization-level settings.
Conversation Counter
Conversation Counter	The total number of conversations for a specific month and year.

Change Organization Quotas

To change organization quotas, select Organisations from the left-side menu. From the organization list, select the organization you want to change. On the Organisation Details page, click and select Change Organisation Quotas.

Setting a quota to 0 disables it, meaning there is no limit.

Quota Name	Description
Max users	The maximum number of users that can be created within the organization.
Max projects	The maximum number of Projects that can be created within the organization.
Max channels per project	The maximum number of different Endpoint allowed in a Project. For example, if this is set to 1, you can create an unlimited number of Amazon Alexa Endpoints, but you will receive an error when trying to add a WhatsApp Endpoint. The restriction applies to Endpoint types, not instances.
Max messages per day	The maximum number of messages that can be processed per day. This quota isn’t currently enforced but may be subject to change in the future.
Max knowledge chunks	The maximum number of Knowledge Chunks that can be created within the organization.

Change Password Policy

The password policy defines the rules that users must follow when creating or updating their passwords. It helps ensure that passwords are strong and secure. To change the password policy for an organization, select Organisations from the left-side menu. From the organization list, select the organization you want to change. On the Organisation Details page, click and select Change Password Policy.

Rule	Description
Minimum Length	The minimum number of characters required in the password.
Maximum Length	The maximum number of characters allowed in the password.
Minimum Lowercase Characters	The minimum number of lowercase letters required in the password.
Minimum Uppercase Characters	The minimum number of uppercase letters required in the password.
Minimum Special Characters	The minimum number of special characters, for example, !, @, #, required in the password.
Maximum Identical Characters	The maximum number of identical characters allowed in the password.
Failed Login Attempts Before Disabling	Number of failed login attempts allowed before the account is disabled. Set to 0 to disable this feature. Disabled users can be re-enabled via the Management UI.

Clicking Save & Enforce logs out all users in the organization. Upon re-login, they are required to change their password to comply with the new policy.

Change Expiration Values

The expiration values define how long certain sensitive data is retained in the system before it is deleted. To change the expiration values for an organization, select Organisations from the left-side menu. From the organization list, select the organization you want to change. On the Organisation Details page, click and select Change Expiration Values.

Setting	Description
Contact Profiles Expiration	The duration in minutes that a Contact Profile record is retained in the Analytics database.
Session Expiration	The duration in minutes that a session remains active in the Analytics database after the last message is sent. Each new message resets this timer. Alternatively, session expiration can be configured using the MAX_SESSION_STATE_TTL_IN_MINUTES environment variable or per Endpoint. If both a global value (configured via the Management UI or environment variable) and an Endpoint-specific value are defined, the shorter duration takes precedence.
Conversation Expiration	The duration in minutes that a Conversation record is retained in the Analytics database.
Analytics Expiration	The duration in minutes that an Analytics record is retained in the Analytics database. This expiration also applies to data for Goals.
Insights Session Data Expiration	The duration in minutes that an Insights Session record is retained in the Analytics database.
Steps Data Expiration	The duration in minutes that a Step record is retained in the Analytics database.

For more information about data expiration:

• In Cognigy.AI, refer to Data Expiration in the Cognigy.AI documentation.
• In Insights, refer to Data Expiration in the Insights documentation.

Change Billing Time Zone

The billing time zone defines the time zone used for billing purposes. To change the billing time zone for an organization, select Organisations from the left-side menu, select the organization you want to change. On the Organisation Details page, click and select Change Billing Timezone.Select a time zone from the list and click Save. The selected time zone will be used for billing purposes.

Data Privacy Settings

The data privacy settings define how user data is handled within the organization. To change the data privacy settings for an organization, select Organisations from the left-side menu. From the list, select the organization you want to change. On the Organisation Details page, click and select Change Data Privacy Settings.

Setting	Description
Enable Data Privacy Settings	The data privacy settings applied to all Projects within the organization.
Contact Profiles	The creation of individual Contact Profiles to store persisted user data across sessions.
Collect Analytics	The collection of analytics data from all Endpoints.
Mask Sensitive Analytics	The masking of all sensitive analytics data collected from Endpoints.
Mask Sensitive Logging	The masking of all sensitive logging information generated by Endpoints.
Collect Conversations	The collection of conversation history from all Endpoints.
Ignore List	The list of Projects that override organization-wide settings with their own Endpoint-specific data privacy settings.

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Manage Users

Create a User

1. In the Management UI, ensure that you have created an organization where you want to add a user.
2. You can open a Create new User window by using one of the following options:
   • Select Users from the left-side menu, then click in the bottom-right corner.
   • Select Organisations from the left-side menu, select the organization where you want to add a user, then click Create User in the upper-right corner.
3. In the Create new User window, fill in the following fields:
   • Name – enter the name of the user.
   • Email – enter the email address of the user. This is used for login and notifications.
   • Organisation – select the organization to which the user will be added. If you have opened the Create new User window from the Organisations page, the organization will be preselected.
   • Password – enter a password for the user. You can generate a random password by clicking .
4. Click Create. The user will be created with the admin role by default, which grants them full access to the organization. You can change the user’s role later on the Access Control page for the organization where the user was added.

You can add a user with the same email to multiple organizations. For details on how users access each organization, refer to the Login for Users in Multiple Organizations page.

View User Details

After creating a user, you can view them in the user list. Select an organization to view its details.

• Name – the name of the user.
• Email – the email address of the user.
• Organisation – the organization to which the user is added.

Field	Description	Example
General Info
Name	The user’s display name.	John Doe
Email	The user’s login email address.	john-doe@cognigy.com
Organisation	The organisation the user belongs to.	ACME
Roles	Roles assigned to the user that define their permissions.	admin
Meta Info
Created At	The date the account was created (day-month-year format).	10/01/2025
Created By	The user or system account that created this user.	system admin
Last Changed At	The date the user record was last updated (day-month-year format).	10/01/2025
Last Changed By	The user or system account that last modified the user details.	system admin
Status
Accepted Terms of Service	Whether the user has accepted the Terms of Service.	Yes
User Enabled	Whether the user account is currently active.	Yes
Organisation Enabled	Whether the user’s organisation is currently enabled in the system.	Yes

Impersonate a User

When impersonating a user, you can log in to the system as the selected user without knowing their actual account password. To impersonate the user, select a user from the list click Impersonate in the upper-right corner of the User Details page. Make sure to log out after you have finished your work.

Block User Impersonation

To prevent unauthorized access and protect user privacy, blocking impersonation improves security and helps avoid misuse of accounts.You can block user impersonation as follows:

• For SaaS installations, contact Cognigy technical support.
• For dedicated SaaS and on-premises installations, use the BLOCK_IMPERSONATE_USER_ORG_WHITELIST feature flag. You can block user impersonation for:
  • One organization — enter the organisationId in the BLOCK_IMPERSONATE_USER_ORG_WHITELIST feature flag.
  • More than one organization — enter the organisationId values separated by commas, for example, BLOCK_IMPERSONATE_USER_ORG_WHITELIST=63c6af010aa7a0eadd88edbd,63c6af010aa7a0eadd88edbe.
  • All organizations — set BLOCK_IMPERSONATE_USER_ORG_WHITELIST=*.

Other Operations

You can also disable or delete a user by selecting them from the user list, clicking , and selecting the respective option on the User Details page.

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System Message