This article is part of a series of settings overview articles:
Account |
Workspace |
Integrations |
Personal |
Your team uses Aha! Roadmaps to set strategy and deliver work, from ambitious cross-functional initiatives to detailed features and tasks. As an administrator, you can structure your Aha! Roadmaps account so it matches your team's brand and workflows.
Configure the account settings to help your team do their best work. You will also use these settings to manage the account itself — auditing activity, managing user permissions, and securing the account to keep proprietary information safe.
There are three levels of account settings in Aha! Roadmaps. These correspond to the three levels of administrator permissions: Account, Billing, and Customizations. In this article, we will focus on the Account settings. To explore other settings, use the links at the top of the page.
You need to be an administrator with account user permissions to access this section of the account settings.
Open your account settings by clicking on Settings ⚙️ → Account. Click any of the links below to skip ahead.
Profile
Like your personal profile (in Settings ⚙️ → Personal → Profile), this first section of the account settings allows you to control the look of your account and the experience new users have when they first join it.
Account profile
First, we'll examine the settings that affect your Account profile.
The Name field should be the name of your company (e.g. "Fredwin, Inc."). After you update it, click Update account profile to save your changes.
The Custom domain field is the domain name that you will give to your users to access your account (e.g. "https://yourcompanyname.aha.io."). You select it when you first sign up for an Aha! trial.
It is possible to change your account's custom domain name, though it is a fairly significant undertaking. A domain name change will affect your Aha! account, your Aha! data, and any ideas portal(s) you have.
You can change your account's domain name to anything that has not already been taken. If the name you want has been taken, please contact our Customer Success team and we will see if we can help.
A domain name change will affect any bookmarks and saved links to your Aha! account, including reports, roadmaps, and presentations. Those links will need to be updated.
If your account has enabled single sign-on (SSO), you will need to modify the integration to reflect the domain change.
All webhooks being used by third-party engineering tool integrations should be updated to include the new domain name in order to guarantee that Aha! will continue receiving updates. This includes Jira, Rally, and Azure DevOps.
Links that display in Jira in the Aha! Reference ID field will be pointing to the original Aha! domain, so they will not work. Your data, however, will still stay in sync.
To change your domain name:
Ensure that all other users are logged out of your Aha! account (so they do not receive error messages).
Go to Settings ⚙️ → Account → Profile.
Type your new domain name in the Custom domain field.
Click Update account profile.
Set your company's fiscal year with the Fiscal year start dropdown. The month you select here will be used to calculate quarterly fields (Q1, Q2, etc.) in your account's reports, roadmaps, and calculations.
Change the way your fiscal year time frame appears in Aha! Roadmaps with the Fiscal year format dropdown. The format you select here will appear in your account's reports, roadmaps, and calculations.
After you update it, click Update account profile to save your changes.
Custom branding
Next, let's look at settings that allow you to establish your account's Custom branding. Your custom branding will appear to account users and in reports, roadmaps, and presentations.
Your Primary logo and optional Custom background color will appear in the top lefthand corner of your account, and at the bottom of any presentation published as a webpage.
Your Primary logo will also appear at the bottom of reports or roadmaps that are published as webpages. You should upload an image with a transparent background.
Your Secondary logo will appear at the bottom of any presentation published to PDF. You should upload an image that is visible when displayed on top of a white background.
Each logo you upload should be at least 480x300 pixels and ideally in a ratio of 1.6:1.
User onboarding
When your team members first join your Aha! account, they will see our Quick start guide, which will help welcome them to Aha! and invite them to collaborate with the rest of their team.
Your company might have its own internal standards and best practices for Aha! users on your account. If so, you can present your customized user onboarding alongside the Aha! Quick start guide.
The text you choose in Link text (e.g. "Learn our internal best practices") will display to new users when they see the Quick start guide.
The link you choose in URL should link to your own onboarding content. When users click the Link text, they will be taken to the URL you choose.
If you have selected a Primary logo in the Custom branding settings, it will display to your users as well.
If a user in your account closes the Quick start guide and wants to re-open it, they can hover over the ? button at the top of their screen and click Show quick start guide (paid accounts) or Show tooltips (trial accounts) to re-open the guide.
Access request instructions
If a user in your account tries to access a workspace or record that they do not have permissions to view, you can create a custom message with instructions for how they should request access. This is particularly useful if you are in a large Aha! account or have well-defined policies and procedures for account management.
Users will see your custom instructions in two places:
From the error page when they try to access a workspace or record they do not have permissions to view.
From their personal settings at Settings ⚙️ -> Personal -> Workspace access.
If you do not want to create custom access request instructions, users will see a list of every billing administrator in your Aha! account. They can email any of those administrators to request access.
Enter any custom message you like, then click Update no access message to save it.
Demo data
It can be helpful to see how an Aha! account looks before you start building out your own, so we have included six demo accounts for you:
Fredwin Cycling product
Fredwin IT
Fredwin Project
Fredwin Services
Fredwin Business
Fredwin Cycling Marketing
These demo accounts are fully functional — including the ability to import data from one tool to Aha! and the ability to create and test integrations. So treat them as a sandbox environment, and use them to explore how to structure and work in your account. Click the Add demo button to add any of the demo data to your account.
When you are ready to create your own workspace hierarchy, you will want to clear out your demo data so that you and your account users have a clean slate. Click here to read about configuring workspaces.
Default homepage
Customize the first page that your Aha! account users will see when they login. The custom homepage can be nearly any screen or specific saved view in your account — such as a note, framework, roadmap, report, or dashboard.
Homepage: Select the Aha! page or specific saved view you want for your Aha! account's default homepage.
URL: If you chose a Specific page, enter its URL here.
Click Update homepage to set the default.
There are a few situations where users in your Aha! account will not see the default homepage you set here:
If the homepage is a specific page that the user does not have permission to view, they will see the default view for their workspace type, which is generally the Aha! data model.
If the user sets their own custom homepage in their personal settings, that homepage will override the account default.
Security and single sign-on
These settings affect the information in your Aha! account — who can access it and how you choose to share it. Let's start with enabling two-factor authentication.
Two-factor authentication can improve your Aha! account's security by adding another level of protection to the login process. When you first log in, an integrated security platform sends a message to your phone (mobile or landline) asking you to confirm that you are the person who initiated the login. Once you confirm, the login is successful.
If you did not initiate the login attempt, you can deny the attempt and avoid a security breach.
We have integrated Aha! with Duo Security for two-factor authentication. Duo offers several authentication techniques, simple configuration, and a free plan for small teams.
If enabled, two-factor authentication applies to all users in your Aha! account.
Enable 2FA for your account
An Aha! administrator must first sign up for a Duo account. There is no need to add your Aha! users to Duo manually — they will be added automatically the first time they log into Aha! after two-factor is enabled.
In Duo, navigate to Applications and select Protect an Application. Set the Type to Web SDK, and Name your application "Aha!" (or something similar).
Use Duo's default settings and copy the Client ID, Client secret, and API hostname values for when you move to Aha! Roadmaps to enable two-factor authentication.
In Aha!, navigate to Settings ⚙️ -> Account -> Security and single sign-on -> Duo Security two-factor authentication.
Enter the values you copied from Duo into the appropriate Aha! fields.
Select whether you want to apply two-factor authentication to All users (including single sign-on) or Username and password users only. Then click Update authentication.
Test the authentication by using a different browser (or a different device), so that you can change the settings if they are wrong. In your alternate Aha! instance, try logging in. After entering your email address and password, you will be prompted to enroll for two-factor authentication.
To configure 2FA for your account, follow these steps:
The first time you log in to Aha! after 2FA has been enabled, you will see a pop-up. Click Start Setup to continue.
You will be prompted to select the device that Duo will use to verify your login attempts. We suggest using your mobile phone.
Enter your location, phone number, and type of phone.
If you have selected your mobile device, launch the appropriate app store to download and install the free Duo app.
We strongly suggest that you tap OK when asked if Duo Mobile should be able to send push notifications to you. This is important because when you log into the Aha! web application, you will automatically receive a notification on your phone. After you hit Confirm on your phone, you will be automatically be logged in into your Aha! web account.
To set up a new mobile device for 2FA, follow these steps:
If you replace your device, you will need to reactivate your account in order for Duo's push notifications to function.
If your Duo administrator has you set up to manage your own devices, you can do this yourself. Otherwise, you will need to contact the Aha! administrator with admin access to your Duo account to send an activation link to your new device.
Single sign-on
The Single sign-on section of the settings allows you to enable single sign-on (SSO) in your account.
Aha! supports SAML 2.0 and G-Suite as identity providers. Use the Identity provider dropdown to select your preferred identity provider, and follow the prompts to enable SSO and apply it to specific workspaces or parent lines. Click Enable to enable SSO.
Enhanced presentation security
The Enhanced presentation security settings determine how users in your account will be able to share their Aha! presentations.
Almost any view in Aha! can be added to an Aha! presentation. These presentations are meant to be shared with the appropriate audience — the engineering team that needs to see your product roadmap, the CMO who needs to get a sense of your marketing strategy for the year, or any stakeholder who needs context in how your strategic vision connects to the work your team accomplishes.
However, these presentations can also include proprietary information, so it is important to establish the correct security settings at an account level. Aha! presentations can be published to a unique URL, and the Enhanced presentation security settings allow you to control who gets to access that webpage.
Click the radio button of your choice. You can choose to restrict access to only members of your Aha! account, open your presentation to anyone with the URL, include SSO users, or allow each person who creates a presentation to decide these security settings for themselves. Click Update presentation security when you are ready to confirm your changes.
Share as webpage security
You can share nearly any view in Aha! Roadmaps on a secure webpage. Your reports, roadmaps, and shared views are intended to be shared with a specific audience. Whether you are sharing a strategic roadmap, Gantt, or list report, sometimes the information you need to share is proprietary — and you establishing the appropriate security settings at the account level is important. Published Aha! web pages have their own unique URL, and enhanced webpage security settings enable you to control who can access that web page.
heck the box next to Enable share as webpage to allow Aha! views to be shared as webpages. Then click the radio button next to your choice to configure Enhanced security:
Allow anyone to access: Anyone with the URL to the Aha! webpage will be able to view it.
Allow only Aha! or single sign-on users to access: Only users in your Aha! account or who can authenticate to your Aha! account or ideas portal using SSO will be able to view the webpage.
Enabling SSO for webpages will enable it for all shared views. You will not be able to change this setting for individual webpages.
Share document security
You can share personal and workspace notes and whiteboards with anyone, even people who are not users in your Aha! account. If you need to invite partners, contractors, or customers to collaborate in a note or whiteboard, provide them with a shareable link.
Only workspace owners and contributors can share workspace documents, but any user in your Aha! account can share personal documents.
Check the box next to Enable document sharing to allow document sharing outside of your Aha! account. Uncheck it to disable document sharing.
If you disable document sharing, users in your account will not be able to share notes or whiteboards — and any existing shareable links will stop working. Anyone outside your Aha! account who previously accepted a shared document will no longer have access to it.
External sharing SAML 2.0 Configuration
You can configure SAML 2.0 to ensure that only members of your organization can access shared webpages. After selecting Allow only Aha! or single sign-on users to access in the Share as webpage security settings, configure SAML 2.0 for sharing here.
Automatic logout
If you are an Enterprise+ Aha! user, you have access to Automatic logout, which allows you to dictate when Aha! should log an inactive user out of their account.
This is a useful security feature if your account contains sensitive or proprietary information. Once you have selected your preferred time, click Update automatic logout to save your changes.
If you are not an Enterprise+ Aha! user, you will not see this setting. Aha! will not automatically logout any user, except in these situations:
The user logs into two Aha! accounts with different email addresses in the same browser. You can log into two Aha! accounts with the same email address (use Profile → Switch accounts to switch between them), or log into two Aha! accounts with different email addresses in different browsers.
Unrelated to Aha!, the user's browser fails. Restarting the browser generally fixes this issue.
Document previewer control
The Document previewer control setting enables and disables document previews.
Aha! generates previews of files attached to Aha! records using Google. The preview allows you to view the attachment without leaving Aha! and opening another program. If you do not want this option to be available to you — if you want your users to access attachments in their program of origin for security reasons, for example — you can disable it here. Click Update preview control when you have made your selection.
Work requests (Enterprise+)
Work requests are a special type of to-do that allow you to request work from other teams. Work requests are ideal for large organizations where teams span multiple business units and functions.
Click the box to Enable work requests in your Aha! Roadmaps account.
Choose whether you would like to enable Enhanced security. By default, any user in your account with owner or contributor user permissions can respond to a work request. If you want to limit this ability to a select subset of your users, create a custom user permissions role and select that option in the Enhanced security setting.
Click Update work requests configuration enable work requests in your account.
File storage control
The File storage control settings allow you to adjust the file storage system users in your account can access.
Many teams use file storage systems to share and collaborate on files, design mockups, contracts, or any other relevant information. Aha! supports integrations with four file storage products:
You can enable or disable the integration(s) of your choice here. Click Update storage information to confirm your choice.
AI control
Enable and disable AI functionality from your AI control settings. By default, AI functionality will be enabled. You can disable it at any time:
Enable AI drafts in text editor: This setting controls the AI writing assistant. When enabled, it adds the wand icon to your text editor. Disabling the setting removes it.
Enable analysis of ideas: This setting will only appear in your settings if you are subscribed to the Aha! Ideas Advanced plan. Enabling this settings gives to you access to AI-powered idea exploration and AI idea analysis.
Enable AI release notes drafts: This setting controls the ability to draft release notes with AI from a release or list report.
Enable AI search in knowledge bases: This setting allows AI search to be enabled in knowledge bases for customers using Aha! Knowledge Advanced.
IP address based access control
Enterprise+ users will see the IP address based access control setting.It allows you to limit access to your account based on IP address. Enter one or multiple IP addresses (separated by commas), then click Update IP access to save your changes.
Sync to calendar control
Use the Sync to calendar control setting to integrate Aha! with your preferred calendar application.
If you Allow calendar sync, your Aha! account users will be able to navigate to their My work page or a saved calendar report, click the Share menu, and then Sync to calendar. When they do so, they will send their to-dos or their saved calendar from Aha! to their calendar.
Click Update sync control to save your changes.
Allow list IP Addresses for On-Premise Systems
The Allow list IP Addresses for On-Premise Systems setting is a helpful note for users who need to add IP addresses as exceptions to their firewall so that their integrations (such as an integration between Aha! and your developer tool) will flow correctly. It will list the source IP addresses for your account.
Improving reception of emails from Aha!
The Improving reception of emails from Aha! setting is another helpful note for users who need to allow list Aha! notification email or IP addresses so that Aha! notifications do not get lost in your account users' spam filters.
Complete account backup (Enterprise+)
If you are an Enterprise+ Aha! user, your account has the option to a full JSON export of your Aha! environment.
The backup includes all data in your Aha! account except:
Attachments
Integration configuration or record links
Saved view configuration
Presentations
User passwords
Click the Start backup button to start a backup and the Download button to download any backup.
External sharing
Users in your account can sync their to-dos and key dates with external calendars, share specific Aha! views and workspace notes as webpages or scheduled emails, and publish presentations to webpages. All of these are great options for productivity and clarity — but all of them also need administrative moderation. The External sharing settings show you all records that have been synced, shared, or published outside of your Aha! account.
Use the Sync to calendar tab to see all calendar syncs in your account by user and timestamp, and Revoke access if necessary.
Use the Shared as webpage tab to see all Aha! views that have been shared as webpages, by user, report type, and timestamp, and Change settings if necessary. From these settings, you can disable the external webpage, or generate a new URL. Click the Export button in the upper right to download a CSV file of all Aha! views that have been shared as webpages.
Use the Presentations tab to see Aha! presentations published as webpages, by user, title, and timestamp, and Delete webpage if necessary. Click the Export button in the upper right to download a CSV file of all Aha! presentations that have been shared as webpages.
Account activity (Enterprise+)
If you are an Enterprise+ Aha! user, your account has access to Account activity.
From this page, you can filter through information to adjust paid seats, track user name changes, and monitor user permissions.
All activity
The All activity setting shows you an audit log of all the activity for a given user and allows you to filter by date or workspace.
Click the hyperlinks throughout the list to see details about an action or to pull up a detail drawer on the Aha! record in question.