Account settings

Account-level settings affect your entire Aha! account, including all workspaces in your workspace hierarchy and all users.

This article will explain each account setting in the Account section. 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.

Or, explore more settings articles:

Account Workspace Integrations  Personal
Account Workspace Integrations  Personal
Billing Ideas    
Customizations  Import    

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.

First, we'll examine the settings that affect your Account profile.

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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: 

  1. Ensure that all other users are logged out of your Aha! account (so they do not receive error messages).
  2. Go to Settings ⚙️> Account > Profile.
  3. Type your new domain name in the Custom domain field.
  4. Click Update account profile.

The Fiscal year start field allows you to set your company's fiscal year using the associated dropdown menu. The month you select here will be used to calculate quarterly fields (Q1, Q2, etc.) in your account's reports, roadmaps, and calculations.

After you update it, click Update account profile to save your changes.

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.

Note: Each logo you upload should be at least 480x300 pixels and ideally in a ratio of 1.6:1.

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Your Primary logo will be used for branding throughout your account and in presentations that you have published to a webpage. You should upload an image with a transparent background. You may also select a Custom background color.

Your Secondary logo will be used in presentations that you have exported to PDF. You should upload an image that is visible when displayed on top of a white background.

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.

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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.

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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.

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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

  1. 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.
  2. In Duo, navigate to Applications and select Protect an Application. Set the Type to Web SDK, and Name your application "Aha!" (or something similar).
  3. Use Duo's default settings and copy the Integration KeySecret Key, and API hostname values for when you move to Aha! to enable two-factor authentication.
  4. In Aha!, navigate to Settings ⚙️> Account > Security and single sign-on > Duo Security two-factor authentication.
  5. Enter the values you copied from Duo into the appropriate Aha! fields, then click Update authentication.
  6. 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.

Configure 2FA for your user account

  1. The first time you log in to Aha! after 2FA has been enabled, you will see a pop-up. Click Start Setup to continue.
  2. You will be prompted to select the device that Duo will use to verify your login attempts. We suggest using your mobile phone.
  3. Enter your location, phone number, and type of phone. 
  4. If you have selected your mobile device, launch the appropriate app store to download and install the free Duo app.

Note: 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.

Set up a new mobile device for 2FA

  • 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.

The Single sign-on section of the settings allows you to enable single sign-on (SSO) in your account.

aha-security-settings-sso.png

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.

The Enhanced presentation security settings determine how users in your account will be able to share their Aha! presentations.  aha-security-settings-presentation-security.png 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.

The Saved views setting allows you to enable or disable the ability for users in your account to share saved Aha! views as webpages

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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.

aha-security-settings-auto-logout.png

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.

The Document previewer control setting enables and disables document previews. 

aha-security-settings-document-preview.png

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.

The File storage control settings allow you to adjust the file storage system users in your account can access. 

aha-security-settings-file-storage-control.png

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.

Enterprise+ users will see the IP address based access control setting.

aha-ip-access-control.png 

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.

Use the Sync to calendar control setting to integrate Aha! with your preferred calendar application.

aha-security-settings-calendar-control.png

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 More options button, 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.

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.

aha-security-settings-ip-addresses.png

The Improving reception of emails from Aha! setting is another helpful note for users who need to whitelist Aha! notification email or IP addresses so that Aha! notifications do not get lost in your account users' spam filters.

aha-security-settings-email-reception.png

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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.

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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.

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External calendars

While the Sync to calendar control setting lets you enable or disable the external calendar sync for your Aha! account users, External calendars in your account shows you any users who have used the calendar sync, including what records they included and when they last completed a sync.

aha-external-calendars.png

If any of these actions were inappropriate, you can Revoke access on a per-sync basis. Click Yes to the pop-up modal to confirm your decision to revoke access.

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Account activity (Enterprise+)

If you are an Enterprise+ Aha! user, your account has access to Account activity.

aha-account-activity.png

From this page, you can filter through information to adjust paid seats, track user name changes, and monitor user permissions.

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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.

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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.

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