Skip to content

Detailed Guide

Tenant Administration

Tenant Management

Your tenant configuration affects all users and their platform experience within the tenant.

Accessing Tenant Settings

  1. Navigate to "My Tenant" from your Dashboard. Image

  2. Review the main sections:

    • Dashboard: Overview of tenant status and key metrics.
    • User Management: User management across tenant.
    • Spend and Budgets: Financial oversight and budget management.
    • Transactions and Invoices: Billing and payment history along with invoice details.
    • Audit Logs: Keep track of all the user activities. Image

Key Tenant Administrative Tasks

  • Monitor tenant spends through real-time dashboards.
  • Respond to pending admins requests.
  • Track financial obligations and spending patterns.
  • Manage tenant hierarchy and structure.

Click here for more comprehensive tenant management details.

User Management

Managing your team members and their access levels is fundamental to platform admins.

Adding New Users

  1. Access User Management

    • Navigate to "My Tenant" Image
    • Select the "Licensing and User Management" tab. Image
    • Click "Add" under the “Assign roles and manage users” to open the registration form. Image

  2. Configure User Details

    • Email Address: Enter the user's business email.
    • Name: Provide first and last name for identification.
    • Role Assignment: Choose from Admin or User roles. Image

  3. Bulk User Addition

    • Use the "Add Another" button to include multiple users in a single session. Image
    • This streamlines onboarding for larger teams.
    • Click "Submit" when all user details are complete. Image

Managing User Roles and Permissions

The roles in the AI Innovation Platform are:

  • Admin: Full management capabilities for tenant settings and user control.
  • User: Standard platform access for everyday work and project participation.

To Modify User Roles:

  1. Access the "Assign roles and manage users" section from the User Management tab. Image
  2. Locate the specific user using the search option. Image
  3. Click the 3 dots icon on the user’s row and click "Edit". Image
  4. Update roles and click "Submit" Image

Note

Each tenant must maintain at least one tenant admin at all times for security and continuity.

Click here for a more detailed guide on licensing and user management.

Financial Management

Spend and Budget Overview

  • Monitor tenant wide spending patterns.
  • Set global budget policies and controls.
  • Track financial commitments and obligations.
  • Configure billing preferences and payment methods. Image

Note

Some exciting features are coming soon!

Transaction Management (Coming Soon)

  • Review billing history and payment records.
  • Monitor subscription costs and usage charges.
  • Download invoices and financial documents.
  • Manage payment methods and billing contacts. Image

Click here for a more detailed guide on transactions and invoicing.

Project Management

Effective project organization is crucial for team productivity and resource control.

Creating and Managing Projects

Direct Project Creation

  1. Navigate to "My Projects" from your Dashboard. Image
  2. Click "New" button to bypass the approval workflow, tenant admins can directly create projects. Image
  3. Configure project details including:
    • Project Name: Clear, descriptive identifier.
    • Description: Purpose and scope of the project.
    • Budget Allocation: Set spending limits and controls.
    • Access Permissions: Define who can access the project. Image

Click here for a more detailed explanation on creating a project.

Approving Project Requests

  1. Monitor the "Requests" section on your Dashboard. Image
  2. Review project details and requester information. Image
  3. Use "Approve" or "Reject" buttons for quick decisions. Image
  4. Select "View all" to access complete request history. Image

Click here for a more detailed guide on project management.

Project Viewing and Monitoring

  • Monitor project status and health across your organization.
  • Track project resource utilization and performance.
  • Review project access permissions and user activity.
  • Filter and search projects based on various criteria.

Click here for a more detailed guide on viewing and monitoring projects.

Editing Project Details

Admins can modify project configurations, update descriptions and change titles as needed. Click here for a more detailed explanation on how to edit project details.

Understanding Project Access

Manage and understand how users access projects, including permission structures and access control mechanisms. Click here for a more detailed guide to understand project access management.

Project Budget Controls

Budget Types:

  • Soft Budgets: Provide notifications without service disruption
  • Hard Budgets: Enforce strict spending limits with automatic service stops (Upcoming)

Configuring Budget Controls:

  1. Navigate to the project you want to configure. Image
  2. Access "Budget" from the project menu under utilization or from the detailed view page. Image
  3. Set budget amount and select budget type. Image
  4. Configure alert thresholds:
    • 80% consumption: Early warning notification
    • 95% consumption: Escalation alert
    • 100% consumption: Action required notification

Budget Monitoring:

  • Monitor spending patterns through real-time dashboards
  • Receive automatic notifications at key thresholds
  • Take proactive action before reaching budget limits

Click here for a more detailed guide on project budget settings.

Folder Management

Folder Organization and Control

Creating Folders

  • Regular Folders: Standard folders that can be renamed and moved
  • Regulated Folders: Specialized folders for compliance with strict naming and structure requirements Image Image Image

Folder Management Actions

  1. Create: Establish new folder structures for project organization
  2. Rename: Update folder names (Regular folders only)
  3. Move: Relocate folders within the hierarchy (Regular folders only)
  4. Set Permissions: Control access levels for different user groups

Folder Types and Compliance

Understanding the differences between Regular and Regulated folders is crucial for maintaining compliance and proper organization structure.

Click here for a more detailed guide on folder organization controls and management.

Access Control and Security (PAM)

Privileged Access Management

Privileged Access Management (PAM) ensures secure, time-limited access to sensitive resources.

Click here for a more detailed overview of PAM.

Understanding PAM Components:

  • Entitlements: Packages of temporary, elevated access permissions (configured by AIIP)
  • Grants: Specific instances of access requests and approvals
  • Eligible Requesters: Users authorized to request specific entitlements

Note

There are two distinct user types in the PAM system:
1. Tenant Admins: Can request entitlements that are automatically approved
2. Standard Users: Must have their requests reviewed and approved by tenant admins

Request Access Grants with PAM

  1. Go to the Google Cloud Platform console.
  2. Navigate to your desired project for requesting elevated access.
  3. Go to IAM & Admin > PAM in the navigation menu.
  4. Go to the "MY ENTITLEMENTS" tab.
  5. Locate the entitlement for which you want to request a grant.
  6. Request grant by providing all details related to duration, justification and notifications.Define entitlement parameters:
    • Access Level: Specify roles and permissions included
    • Duration Limits: Set maximum grant periods
    • Approval Requirements: Configure automatic vs. manual approval
    • Eligible Requesters: List authorized users

Managing Grant Approvals

As a tenant admin, you'll need to review and process access requests:

Approving or Denying Grant Requests:

  1. Navigate to the Privileged Access Manager page in Google Cloud Platform console
  2. Click the "Approve grants" tab, then select "Pending approval"
  3. Review the request details including:
    • Requestor identity
    • Requested permissions
    • Duration of access
    • Provided justification
  4. For each request, click "Approve/deny"
  5. If required, enter your justification in the Comment field
  6. Click either "Approve" or "Deny" to complete the action

Important Approval Considerations:

  • Requests from you as a tenant admin are automatically approved.
  • End Users cannot approve your own access requests and require approval from tenant admins.
  • Requests not processed within 24 hours expire automatically
  • Approval history is available for 30 days after action is taken
  • View your approval history in the "My approval history" tab

Programmatic Approval Management

For bulk or automated processing, you can use the following google cloud commands:

  • gcloud pam entitlements search: Find entitlements for which you are an approver
  • gcloud pam grants search: Find grant requests pending your approval
  • gcloud pam grants approve: Approve a specific grant request
  • gcloud pam grants deny: Deny a specific grant request

References

Understand Access To Your Projects

Access Management using PAM

Choose the right entitlements

Troubleshooting Errors in PAM

Reports and Analytics

Spend & Budgets Essentials

Monitor and manage your spending efficiently:

  • Check your monthly finances - View your budget, current spend, and spending across Projects
  • Stay informed - Receive automatic notifications at 80%, 90%, 95%, and 100% of your budget
  • Analyze your spending - Access Total Spend Analytics, Project Distribution, and Visual Cost Reports
  • Customize your view - Adjust date ranges and apply category, project, and resource-type filters

Coming Soon: Export capabilities for downloading reports in CSV, PDF, and Excel formats.

Image

Statistics & Financial Metrics

Review key financial information at a glance:

  • Total Spend Analytics - Track expenditure figures with percentage changes between periods
  • Project Distribution - See active project counts and resource allocation patterns
  • Visual Reports - View automatically generated charts once sufficient cost data is available

Quick Actions to Try

  • Review your current month's spending compared to budget
  • Filter transactions by status to check pending items
  • Use date selectors to compare spending across different periods
  • Monitor category-specific spending to identify cost patterns

References

Spend and Budgets

Transaction and Invoices

Security and Compliance

Access Control Best Practices:

  • Regularly review user access and permissions
  • Monitor and audit administrative actions
  • Maintain proper separation of duties
  • Use PAM (Privileged Access Management) for temporary elevated access
  • Review PAM entitlements periodically to ensure appropriate configuration

Budget Management:

  • Set appropriate budget limits based on business requirements
  • Monitor spending patterns regularly through real-time dashboards
  • Implement cost optimization strategies
  • Plan for seasonal or project-based variations
  • Configure both soft and hard (upcoming) budget limits where appropriate

User Management

Onboarding New Users:

  • Assign correct roles and permissions from the start
  • Monitor initial usage patterns for optimization
  • Gather feedback for continuous improvement
  • Consider bulk user addition for team onboarding

Ongoing User Support:

  • Address issues promptly and effectively
  • Maintain at least one admin user at all times

Operational Excellence

Strategic Planning:

  • Plan for growth and scaling requirements
  • Evaluate new features and capabilities
  • Organize projects and folders for optimal management

Project Governance:

  • Establish clear project creation guidelines
  • Review project requests thoroughly
  • Implement consistent naming conventions

  • Monitor project health and resource utilization

  • Periodically review service catalog for alignment with requirements

Regular review of platform updates and new features will help you maintain optimal administrative effectiveness. The platform is continuously evolving, so stay connected with the latest developments and best practices.

Quick Reference

  • User Management: Dashboard → My Tenant → User Management
  • Project Management: Dashboard → My Projects → [Select Project]
  • Budget Controls: Dashboard → My Tenant → Spend and Budgets
  • PAM Configuration: Dashboard → Google Cloud Platform Console → IAM and Admin → PAM
  • Service Catalog: Dashboard → My Projects → Services

Platform Tour

This Quick Start Guide provides comprehensive coverage of Tenant Admin capabilities within the AI Innovation Platform, organized by logical modules for easy navigation and reference. For detailed information on specific features and procedures, use the linked documentation throughout this guide.

Questions or need additional support? Click here or contact the support team through the established channels for immediate assistance.