This article is part of a series of settings overview articles:
Account | Workspace | Integrations | Personal |
Aha! Ideas | Account settings
Account-level settings affect your entire Aha! Ideas account, including all workspaces in your 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.
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 Technologies"). 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! Ideas 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! Ideas account, your Aha! Ideas 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 Product Success team and we will see if we can help.
A domain name change will affect any bookmarks and saved links to your Aha! Ideas account, including reports. 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! Ideas will continue receiving updates.
To change your domain name:
Ensure that all other users are logged out of your Aha! Ideas 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.
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 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.
Your Primary logo and optional Custom background color will appear in the top-left corner of your account, in the user onboarding Link text, and at the bottom of any presentation published as a webpage.
Your Primary logo will also appear at the bottom of reports that are published as webpages. You should upload an image with a transparent background.
Note: 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! Ideas account, they will see our Quick start guide, which will help welcome them to Aha! Ideas and invite them to collaborate with the rest of their team.
Your company might have its own internal standards and best practices for Aha! Ideas users on your account. If so, you can present your customized user onboarding alongside the Aha! Ideas 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.
Note: 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.
Note: 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
Demo data
It can be helpful to see how an Aha! account looks before you start building out your own, so we have included a demo product account for you called Fredwin cycling
This demo accounts is fully functional — including the ability to import data from one tool to your Aha! account and the ability to create and test integrations. So treat this as a sandbox environment, and use it to explore how to structure and work in your account. Click the Add demo button to add 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.
Security and single sign-on
These settings affect the information in your Aha! Ideas account, including 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! Ideas 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! Ideas 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! Ideas account.
Enable 2FA for your account
An Aha! Ideas administrator must first sign up for a Duo account. There is no need to add your Aha! Ideas users to Duo manually — they will be added automatically the first time they log in to Aha! Ideas 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! Ideas" (or something similar).
Use Duo's default settings and copy the Integration Key, Secret Key, and API hostname values for when you move to Aha! Ideas to enable two-factor authentication.
In Aha! Ideas, 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! Ideas fields, 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! Ideas instance, try logging in. After entering your email address and password, you will be prompted to enroll in two-factor authentication.
To configure 2FA for your account, follow these steps:
The first time you log in to Aha! Ideas 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 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! Ideas web application, you will automatically receive a notification on your phone. After you hit Confirm on your phone, you will automatically be logged in to your Aha! Ideas 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! Ideas 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! Ideas 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.
External 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.
Click the radio button next to your choice. You can choose to allow access to anyone with the URL or restrict access to Aha! or SSO users. Click Update sharing security when you are ready to confirm your changes.
Note: 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.
Note: 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.
Document previewer control
The Document previewer control setting enables and disables document previews.
Aha! Ideas generates previews of files attached to Aha! Ideas records using Google. The preview allows you to view the attachment without leaving Aha! Ideas 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.
File storage control
The File storage control settings allow you to adjust the file storage system that users in your account can access.
Many teams use file storage systems to share and collaborate on files, mockups, contracts, or any other relevant information. Aha! Ideas 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
The AI control settings enable AI drafting in the Aha! text editor. By default, AI will be enabled. Disabling AI removes the wand icon from your text editor.
Allow list IP Addresses for On-Premises Systems
The Allow list IP Addresses for On-Premises 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! Ideas 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! Ideas notification email or IP addresses so that Aha! Ideas notifications do not get lost in your account users' spam filters.
External sharing
Users in your account can sync their to-dos and key dates with external calendars and share specific Aha! Ideas views as webpages and scheduled emails. 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! Ideas account in two tabs: Sync to calendar and Shared as webpage.
Use the Sync to calendar tab to see all calendar syncs in your account by user and timestamp. You can Revoke access if necessary.
Use the Shared as webpage tab to see all Aha! Ideas views that have been shared as webpages — by user, report type, and timestamp. You can 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.
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, workspace, or user.
Click the hyperlinks throughout the list to see details about an action or to pull up a drawer view on the Aha! Ideas record in question.