User Guide — IT Administrator

As an IT Administrator, you manage system configuration, user access, SSO integration, AI model setup, and security settings.

Your Responsibilities

Area	Tasks
User Management	Create users, assign roles, manage permissions
SSO / Identity	Configure Keycloak SSO integration
AI Configuration	Set up AI model providers (Ollama, Gemini, OpenAI)
Security	Manage encryption keys, audit logs, data retention
Integrations	Configure API keys, connectors, webhooks
Billing	Manage subscription and usage
System Health	Monitor services, logs, and performance

Key Administration Tasks

User & Role Management

1. Navigate to Administration → Users
2. Add User: Click + New User → fill in details → assign role
3. Assign Roles: Predefined roles: Admin, CAE, Manager, Auditor, QA, Viewer, Client

Available roles and their scope:

Role	Description
Admin	Full system access including configuration
CAE	Audit program leadership with approval rights
Manager	Engagement management and workpaper review
Auditor	Fieldwork execution, workpapers, findings
QA	Quality assurance reviews
Viewer	Read-only dashboard access
Client	PBC portal access only

📖 See Users & Roles for full details.

SSO Configuration (Keycloak)

AIIA uses Keycloak for identity management:

1. Navigate to Administration → SSO
2. Configure your identity provider:
   • SAML 2.0 — for enterprise IdPs (Azure AD, Okta, ADFS)
   • OpenID Connect — for OAuth-based IdPs
   • LDAP — direct Active Directory synchronization
3. Map external groups to AIIA roles
4. Test the connection before enabling

📖 See SSO Configuration for full details.

AI Model Configuration

1. Navigate to Administration → AI Models
2. Click + Add Provider
3. Select provider type:

Provider	Setup	Key Required
Ollama	Local endpoint URL	❌
Gemini	API URL + API key	✅
OpenAI	API URL + API key	✅
Anthropic	API URL + API key	✅
DeepSeek	API URL + API key	✅
Custom	OpenAI-compatible endpoint	✅

4. Test the connection
5. Set as default provider

Security

API keys are encrypted at rest (AES-256-GCM). Keys are NEVER displayed in full after saving — only the last 4 characters are shown.

📖 See AI Models for full details.

Audit Log Review

1. Navigate to Audit Logs
2. Filter by:
   • Date range
   • User
   • Action type (CREATE, UPDATE, DELETE, AI_ACTION, LOGIN)
   • Module
3. Export logs for compliance reporting

📖 See Audit Logs for full details.

Data Retention

Configure retention policies per document type via Administration → Data Retention. The system supports configurable retention periods for each document type (workpapers, evidence, reports, findings, audit logs, AI content) with customizable expiry actions (archive, delete, notify, manual review).

📖 See Data Retention for full details.

System Health Monitoring

AIIA includes built-in monitoring tools accessible through your deployment infrastructure:

• Grafana — service metrics and dashboards
• Prometheus — metrics collection
• Docker logs — docker compose logs -f [service]

Access URLs for monitoring services are configured during deployment setup.

Permissions

As Admin, you have full access to all modules and configuration.