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Creating an External Auditor in DriverHub

This guide outlines the steps required to create a user profile for an external auditor, configure their visibility settings, and ensure the correct permissions are applied via the DOT Auditors group.

Create the User Profile

First, you must create the user account and define their basic settings.

  1. Click Create > User at the top right of DriverHub and fill in the following fields:
    • Status: Set to Contracted.
    • Name: enter the user’s first and last name.
    • Email: enter the user’s email address.
    • Job: Set to Undefined.
    • Location: Select the appropriate location.
    • Manager: Assign their internal point of contact/manager.
    • Groups: Add them to the DOT Auditors group.
  2. Important: Check the box labeled Is Manager.
  3. Click Create User.


Welcome Email and Visibility Configuration

Upon profile creation, you will see a small window with options to Send a Welcome email and Configure Visibility. 

  1. Click on Send Welcome Email so the auditor can set up their login credentials.

  2. Click on Configure Visibility to set up which profiles they can see.
    • Click the pencil icon (Edit) next to the Oversight section.
    • Remove any default rules by clicking the red trash can icon.
    • Click on Add New Visibility Rule.
    • Select the option to Configure Specific Users.
    • Add the specific drivers or individuals this auditor needs to review.
    • Click Save.
    • Click the pencil icon (Edit) next to the Responsibility section.
    • Delete the existing rule found there.
    • Click Save.

Configure Group Permissions

You must now set what record types the auditor can view and what actions they can take in the system.

  1. Navigate to Config > Permissions > Groups.
  2. Select the DOT Auditors group.
  3. Set Visible Record Types: Select which types of records the auditor is allowed to see.
  4. Set Rights: Configure the specific actions the group can take by choosing from the list of rights available in the system. At a minimum, we recommend adding the following rights: 
    • Access Management UI
    • Advanced Search
    • Create Record Notes 
    • Create User Notes
    • Edit Own Record Notes 
    • Edit Own User Notes
    • View Menu Option to Open Support Ticket 
    • View Menu Option to Open Knowledge Base
    • View Menu Option to View Records Browser
    • View Menu Option to View Team Member Browser
    • View Records on User Profile
    • View Summary on User Profile
  5. Click Save Changes.