How to use Partners

This article describes how to configure and use the Partners feature to share access to your accounts with external parties.

Cerby Team avatar
Written by Cerby Team
Updated over a week ago

With Cerby, you have a secure and controlled way to collaborate with external parties through Partners. This feature helps you and your company support sharing access to accounts with members who don't belong to your domain, such as contractors, agencies, partners, vendors, and clients.

A partnership is a connection between existing host and guest Cerby workspaces managed by their respective Workspace Admins. This connection is established via a partner request sent from the host workspace and accepted by a representative in the guest workspace.

Through this secure connection in Cerby, the host partner can share accounts, retain complete control over these accounts, and gain visibility on their usage.

With the Partners feature, Cerby introduces two roles: Account Manager and Partnership Owner.

The Account Manager role enables sharing accounts with multiple external users. Account Managers send requests to Account Owners in the host workspace to share accounts with specific guest workspace members. However, Account Managers cannot manage users (they are unable to remove, edit, or see the information of members) and cannot access account security settings.

The Partnership Owner role enables any user, regardless of their workspace role, to add a partner. When the connection is established, the user becomes the Partnership Owner and can perform management tasks over the partnership.

For more information about how Cerby handles roles, read the What's a Role in Cerby? section from the Getting Started Guide for Admins article.

Currently, Cerby supports host workspaces having multiple partnerships, but they can only establish one connection with the same guest workspace.

This article describes how to add a partner, establish a connection, and use the Partners feature in Cerby.

Requirements

The following are the requirements to configure the Partners feature and establish a connection:

  • Existing host and guest workspaces in Cerby

    IMPORTANT: You can contact the Cerby Customer Support team by sending an email to support@cerby.com or a message through the help chat of the Cerby dashboard to request the Partners feature and receive assistance in creating the guest workspace. You can also ask for the existing guest workspaces created by your organization.

  • A user account in Cerby with the Workspace Admin role for the guest workspace

  • The workspace ID of the guest workspace

    NOTE: The workspace ID is located at the top right corner of the Partners view in the dashboard of the guest workspace, as shown in Figure 1. The Workspace Admin from the guest workspace must share this ID beforehand with the host workspace user who will add the partner.

    Location of the workspace ID in the Partners view of the Cerby dashboard.

Figure 1. Workspace ID in the Partners view

Add a partner and establish a connection

Any host workspace user, regardless of their workspace role, can establish a partnership connection with a guest workspace. Their partner request must be approved and accepted by a Workspace Admin in the host and guest workspace, respectively. This user becomes the Partnership Owner.

To add a partner and establish a connection, you and your partners must complete the following main steps:

The following sections describe each main step.

1. Send the partner request

To send the partner request, the host workspace user must complete the following steps:

  1. Log in to your corresponding Cerby workspace.

  2. Select the Partners option from the left navigation drawer. The Partners view is displayed, as shown in Figure 2.

    Figure 2. Partners view of the Cerby dashboard

  3. Click the Add partner button. The Add a New Partner dialog box is displayed with a description of the Partners feature.

    NOTE: A list of partners is displayed in the Partners view when you already have a partner connection established. In this case, you must click the Add button.

  4. Click the Get started button. The Enter Your Partner's Information dialog box is displayed.

  5. Enter the corresponding information in the following fields:

    • Partner’s workspace ID

    • Partner's email address

    • Reason for request

    NOTE: When a Workspace Admin adds a partner, the Reason for request field is not displayed.

  6. Click the Send request button. The dialog box closes, a success message box is displayed, and an email is sent to the Workspace Admin of the host workspace.
    The details of the new partnership are also displayed on the main panel of the Partners view with the Awaiting admin’s decision state.

    TIP: If the Workspace Admin takes a long time to approve the request, you can click the Send reminder button to send a reminder. Also, if the guest workspace declines the partner request after the host workspace approval, you can click the Resend request button to send a new request.

NOTE: When a Workspace Admin in the host workspace sends the partners request, the approval is unnecessary, and they become the Partnership Owner. You can continue in step 3. Accept the partner request in the guest workspace.

2. Approve the partner request in the host workspace

To approve the partner request in the host workspace, a Workspace Admin must complete the following steps:

  1. Log in to your corresponding Cerby workspace.

  2. Select the Partners option from the left navigation drawer. The Partners view is displayed with a list of partners in the Your partners section.

  3. Select the partner from the list. The Review partnership request message is displayed in the Accounts tab with the Decline request and Approve request buttons.

    TIP: Click the Learn more button to display the partnership request details: the guest workspace id, the partner email address, and the reason for the request.

  4. Click the Approve request button. A success message box is displayed, and an email is sent to the guest workspace representative with the partner request.

    For the Partnership Owner, the details of the new partnership are also displayed on the main panel of the Partners view with the Share accounts button disabled.

3. Accept the partner request in the guest workspace

To accept the partner request in the guest workspace, the Workspace Admin must complete the following steps:

  1. Log in to your corresponding Cerby workspace.

  2. Select the Partners option from the left navigation drawer. The Partners view is displayed with the Partnership request message and the Decline request and Accept request buttons.

  3. Click the Accept request button. The Terms of Service dialog box is displayed.

  4. Select the I confirm that I have read, consent, and agree to Cerby’s Terms of Service option. The Accept request button is enabled.

  5. Click the Accept request button. The dialog box closes, and a success message box is displayed.

NOTE: Refresh the page in both the host and guest workspaces to update the partnership details. The Share accounts button in the host workspace is enabled.

Now you are done. It’s time to start using all the supported features of Partners.

Use the supported features of Partners

The following are the supported features of Partners:

The following sections describe each feature.


Remove users automatically

When user provisioning is enabled through the System for Cross-domain Identity Management (SCIM) specification from an identity provider (IDP), any change in the corporate directory propagates to the corresponding Cerby workspace automatically.

IT admins can remove users from the IDP, which causes the corresponding removal in a guest workspace. This action also involves removing all access to accounts shared via a partnership.


Share and remove accounts from the host workspace

After a partnership is established in Cerby, only the Partnership Owner in the host workspace can start sharing and removing access to existing accounts with the guest workspace.

IMPORTANT: Users can only share with a partner the accounts to which they have the Account Owner role.

To share accounts with a partner, you must complete the following steps from the Partners view:

  1. Select your partner from the list in the Your partners section. The partner details are displayed.

  2. Click the Share accounts button. The Share accounts wizard is displayed with the Select Accounts and Roles page and a list of accounts, as shown in Figure 3.

    Figure 3. Share accounts wizard

  3. Select the checkbox of the accounts you want to share with the guest workspace from the list in the Accounts section.

  4. Select the role to assign over the account:

    • Collaborator: With this role, guest workspace members can only log in to the shared accounts.

    • Account manager: With this role, guest workspace members can log in to the shared accounts and request access to these accounts for other members.

      NOTE: By selecting the Account manager option, this role is assigned only to the representative of the guest workspace. Then, they can request access to accounts for other guest workspace members. For more information, read the Request access to an account section.

  5. Click the Finish button. The wizard closes, and a success message box is displayed.

To remove an account already shared with the guest workspace, you must complete the following steps from the Partners view:

  1. Select your partner from the list in the Your partners section. The partner details are displayed with the Accounts tab activated.

  2. Click the More actions icon of the corresponding account. A drop-down list is displayed.

  3. Select the Remove option. The Remove account? dialog box is displayed.

  4. Click the Remove account button. The dialog box closes and a success message box is displayed.


Access accounts from the guest workspace

All guest workspace members who were shared access to accounts from the host workspace can log in to these accounts through Cerby, regardless of their role (Account Collaborator or Account Manager).

Access the accounts as you normally would via the account cards in the All accounts view. The accounts shared via a partnership are displayed with the initial letter of the workspace name beside the app logo, as shown in Figure 4.

Figure 4. Account cards shared via a partnership


See partnership members and shared accounts

A Partnership Owner can only see the guest workspace members who have access to the accounts they shared via partnership and all the shared accounts.

Workspace Admins in the host workspace can see all the guest workspace members who have access to accounts shared across every partnership. However, they can only see the shared accounts to which they have access.

Guest workspace members can only see the users from their workspace who have access to accounts shared via a partnership and all the accounts shared with them.

When you select a partner from the Your partners section in the Partners view, the partner details are displayed with the Accounts tab automatically activated, as shown in Figure 5.

Accounts Tab of a Partner

Figure 5. Accounts tab of a partner

To see the partnership members, activate the Members tab on the partner details, as shown in Figure 6.

Members Tab of a Partner

Figure 6. Members tab of a partner


Edit the role over shared accounts

Account Owners from the host workspace can edit the role of guest workspace members over already shared accounts via a partnership.

To edit the role over shared accounts, you must complete the following steps:

  1. Click the Settings icon of the corresponding account card. The account details page is displayed with the Settings tab activated.

  2. Activate the Members tab. A table with account members is displayed.

  3. Select the corresponding option from the drop-down list in the Account Role column:

    • Collaborator: With this role, guest workspace members can only log in to the shared account.

    • Manager: With this role, guest workspace members can log in to the shared accounts and request access to these accounts for other members.


Request access to an account

Account Managers in the guest workspace can request access to an account to Account Owners from the host workspace. This request can be accepted or declined; when accepted, the account is shared with the specified guest workspace members.

To request access to an account, you must complete the following steps:

  1. Click the Request share access for this account icon from the corresponding account card in the All accounts view. The Request share access dialog box is displayed.

  2. Enter in the search bar the name or email address of the guest workspace member you want to share the account with.

  3. Select the corresponding member from the list. The user is added to a list below the search bar.

  4. Repeat steps 2 and 3 as necessary.

  5. Select the role to assign to the guest workspace members over the shared account:

    • Collaborator: With this role, guest workspace members can only log in to the shared account.

    • Account manager: With this role, guest workspace members can log in to the shared accounts and request access to these accounts for other members.

  6. Click the Send button. The dialog box closes, and a success message box is displayed.

    An email is also sent to the Account Owner from the host workspace to inform them about the access request.

    TIP: Account Owners from the host workspace can see the pending access requests in the Members tab of the account details page. Members with a pending request are displayed with the Decline and Accept buttons in the Status column of the members table.

To accept the request and share access to the account, you must complete the following steps:

  1. Click the Settings icon of the corresponding account card. The account details page is displayed with the Settings tab activated.

  2. Activate the Members tab. A table with account members is displayed. Members with a pending request are displayed with the Decline and Accept buttons in the Status column.

  3. Click the Accept button of the corresponding account member. A success message box is displayed.


Remove member from a shared account

Partnership Owners and Account Owners from the host workspace, as well as Workspace Admins from the guest workspace, can remove members from already shared accounts via a partnership.

To remove a member from a shared account, you must complete the following steps from the Partners view:

  1. Select your partner from the list in the Your partners section. The partner details are displayed with the Accounts tab activated.

  2. Activate the Members tab.

  3. Click the More actions icon of the corresponding guest workspace member. A drop-down list is displayed.

  4. Select the Remove option. The Remove member? dialog box is displayed.

  5. Click the Remove member button. The dialog box closes, and a success message box is displayed.


Track activity on the shared accounts

In the host workspace, the Workspace Admin and users with the Account Owner role over the accounts shared via a partnership can see the activity log for these accounts. Workspace Admins in the guest workspace can also track the activity on the shared accounts.

To track the activity on the shared accounts, you must go to the Activity view, as shown in Figure 7.

Figure 7. Activity View of the Cerby Dashboard

You can perform the following actions from this view:

  • See the Activity Log table with information in the following columns:

    • Time: It is the time when the user activity was registered.

    • Event: It is the type of activity performed by the user, for example, Login To Cerby or Account Added To Collection.

    • Account: It is the label of the account in Cerby related to the user activity.

    • App: It is the application related to the user activity.

    • User: It is the name of the user in Cerby who performed the activity.

    • Location: It is the geographical location of the user.

    • OS: It is the operating system of the user’s device.

    • Device: It is the user’s device from where the activity was registered.

  • Download the activity report in a CSV file by clicking the Download CSV button.


Remove a partner

The Partnership Owner in the host workspace and Workspace Admins both in the host and guest workspaces can remove a partner when needed. To do so, complete the following steps:

  1. Select the corresponding partner from the list in the Your partners section. The partner details are displayed.

  2. Click the More actions icon located at the top right corner of the partner details. A drop-down list is displayed.

  3. Select the Remove partner option. The Remove partner? dialog box is displayed

  4. Click the Remove button. The dialog box closes and a success message box is displayed.

    NOTE: When removing a partner, all access to accounts shared via a partnership is also removed.

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