Detailed Guide

Tenant Administration

Tenant Management

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

Accessing Tenant Settings

Navigate to "My Tenant" from your Dashboard
Review the main sections:
- Dashboard: Overview of tenant status and key metrics
- Licensing and User Management: User management and license control
- 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.

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.

License Management

Understanding License Tiers:

Basic: Entry-level access with basic functionality
Advanced: Expanded capabilities for growing teams
Enterprise: Complete feature access for maximum productivity
Publisher Add-on: Available with any license tier, this specialized role enables users to publish content to the platform marketplace and generate revenue.

To Modify Licenses

Navigate to "Licensing and User Management"
Click "Modify" under “Manage licenses & seats” to adjust your subscription
Select the appropriate plan as per need
Configure Publisher capabilities as needed
Review and confirm changes

Note

License upgrades become active the following day, while downgrades take effect at the beginning of the next month.

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

User Management

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

Adding New Users

Access User Management
- Navigate to "My Tenant"
- Select the "Licensing and User Management" tab
- Click "Add" under the “Assign roles and manage users” to open the registration form
Configure User Details
- Email Address: Enter the user's business email
- Name: Provide first and last name for identification
- Role Assignment: Choose from Admin, User, or Publisher roles as per seats available
Bulk User Addition
- Use the "Add Another" button to include multiple users in a single session
- This streamlines onboarding for larger teams
- Click "Submit" when all user details are complete

Managing User Roles and Permissions

Available Roles:

Admin: Full management capabilities for tenant settings and user control
User: Standard platform access for everyday work and project participation
Publisher: Special capabilities for creating and publishing Marketplace content

To Modify User Roles:

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

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

Transaction Management

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

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

Navigate to "My Projects" from your Dashboard
Click "New" button to bypass the approval workflow, tenant admins can directly create projects
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

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

Approving Project Requests

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

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:

Navigate to the project you want to configure
Access "Budget" from the project menu under utilization or from the detailed view page.
Set budget amount and select budget type
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

Folder Management Actions

Create: Establish new folder structures for project organization
Rename: Update folder names (Regular folders only)
Move: Relocate folders within the hierarchy (Regular folders only)
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.

Marketplace Administration

Managing your tenant's Marketplace activities ensures appropriate resource acquisition and content sharing.

Click here for a detailed Marketplace overview.

Overseeing Marketplace Purchases

Approval Workflow Management

Navigate to "Marketplace" from your Dashboard
Monitor "Requests By Team" section
Review item details and business justification
Use approval actions:
- Approve: Grant access to requested items
- Reject: Deny request (item automatically added to user's wishlist)
- Bulk Actions: Process multiple requests simultaneously

Direct Purchase Capabilities

Bypass approval workflows for urgent business needs
Purchase items directly for immediate project requirements
Monitor usage of approved items across your tenant

Click here for a more detailed guide on Marketplace item 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:
- Tenant Admins: Can request entitlements that are automatically approved
- Standard Users: Must have their requests reviewed and approved by tenant admins.

Request Access Grants with PAM

Go to the Google Cloud Platform console
Navigate to your desired project for requesting elevated access.
Go to IAM & Admin > PAM in the navigation menu.
Go to the "MY ENTITLEMENTS" tab.
Locate the entitlement for which you want to request a grant.
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:

Navigate to the Privileged Access Manager page in Google Cloud Platform console
Click the "Approve grants" tab, then select "Pending approval"
Review the request details including:
- Requestor identity
- Requested permissions
- Duration of access
- Provided justification
For each request, click "Approve/deny"
If required, enter your justification in the Comment field
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 you're an approver for
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

Digital Assistant Administration

The Digital Assistant provides AI-powered support across the platform, requiring administrative oversight for optimal performance.

Click here for a more detailed overview of Digital Assistant.

Assistant Types:

Ambient Assistant: Context-aware help within platform modules
Document Generation Assistant: Template-based document creation
Research Assistant: Information analysis and organization
Platform Assistant: Centralized help and troubleshooting

Click here for a more detailed guide of Digital Assistant capabilities.

Template Management

Platform-Level Templates:

Create templates accessible to all users across your tenant
Maintain consistency in document formats and compliance requirements
Update templates based on regulatory changes and best practices

Template Administration:

Navigate to "Document Generation Assistant"
Click "Team" section for tenant-wide templates
Use "New" button to create templates
Configure template structure with sections and prompts

Library Management

Platform-Level Library Content:

Create files accessible to all users across your tenant
Update files to make sure the library acts as a go-to resource for finding answers and solving problems efficiently for users

Template Administration:

Navigate to "Library" section from the Digital Assistant’s side panel
Click "Team" section for tenant-wide files
Use "New" button to add new files
Upload relevant files and add tags

References

Library Management

Reports and Analytics

Transactions & Invoices at a Glance

Get started quickly with your financial management:

View your financial snapshot - See amount due, available credits, transaction count, and next invoice date all in one place
Track your transactions - Switch to the Transactions tab and use filters to find specific entries
Search with ease - Quickly locate transactions using the search bar with reference numbers or dates
Understand transaction types - Monitor License Transactions, Marketplace Activities, Project Charges, and Credit Adjustments

Pro Tip: Save reference numbers for important transactions to simplify tracking and support requests.

Click here for a more detailed overview of your 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, Marketplace, and Licensing
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.

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

Best Practices and Quick Links

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
Choose appropriate license tiers based on user needs

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
Control Marketplace purchases based on business needs
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 → Licensing and User Management
Project Management: Dashboard → My Projects → [Select Project]
Budget Controls: Dashboard → My Tenant → Spend and Budgets
Marketplace Item Publishing Oversight: Dashboard → Profile & account settings → Requests → [Select the desired item publish request]
Financial Overview: Dashboard → My Tenant → Transactions and Invoices
PAM Configuration: Dashboard → Google Cloud Platform Console → IAM and Admin → PAM
Service Catalog: Dashboard → My Projects → Services
Cost Reports and Analytics: Dashboard → My Tenant → Transaction & Invoices

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.