Entities

Entities organise portal configuration and access into business-owned areas. An entity can represent the organisation that owns the Obsidian environment or a client, department, or customer beneath it. Services, users, campaigns, limits, reports, and support information can all depend on the selected entity.

When to use Entities

Use Gateway Configuration > Entities when you need to:

• find the business owner of portal configuration;
• create a client, department, customer, or other supported entity type;
• place an entity beneath the correct parent;
• change its contact, timezone, active state, or logo;
• configure system-admin reporting and support integrations; or
• understand why a user can only see part of the portal's data.

Understand the entity hierarchy

Entities form a hierarchy. The top-level Owner represents the organisation or environment owner. Child entities normally represent clients, departments, or customers. The exact types available are configured in the environment.

For example:

Owner
├── Client A
│   ├── Department A1
│   └── Customer A2
└── Client B

The Parent field establishes this relationship. It is not just descriptive: hierarchy influences which entities and related data a non-system-administrator can access. A user normally sees their assigned entity and the descendant entities allowed by their permissions.

Choose the parent carefully when creating a record. Moving an existing entity can change how users navigate and access its configuration. The portal prevents an entity from being assigned to itself or directly beneath one of its own children.

Understand the Entities list

The list displays the entities available to your account.

Column	What it means
Name	The entity's user-facing name.
Status	Active or Inactive. An inactive entity is retained but should not be used for normal new configuration.
Parent	The higher-level entity. A dash indicates that no parent is assigned.
Type	The configured entity type, such as Owner, Client, Department, or Customer.
Created	Date on which the entity was created.
Updated	Date of the most recent saved change.
Actions	Edit and delete controls available to your role.

Search can match the beginning of an entity name, ID, status, type, parent name, or created date. Filters are available for the common entity types and for active or inactive status. Selected filters appear as removable chips.

Use the view buttons to switch between list and grid layouts. Grid cards also show the main contact email, type, parent, created date, and permitted actions.

Create an entity

1. Open Gateway Configuration.
2. Select Entities.
3. Select New Entity.
4. Optionally upload a PNG or JPEG logo.
5. Enter a unique, recognisable Name and select the correct Type.
6. Add the main contact email, parent, and timezone where applicable.
7. Leave Active enabled if the entity should be available immediately.
8. If you are a system administrator, complete approved support and reporting fields.
9. Review the hierarchy and select Create Entity.
10. Confirm that the entity appears in the list with the expected type, parent, and status.

For field-by-field instructions, see Create an Entity.

Core field guide

Field	Required	What to enter	Why it matters
Entity logo	No	A PNG or JPEG image.	Helps users recognise the entity in the portal. The image is uploaded when the entity is saved.
Name	Yes	The official or commonly recognised entity name, up to 60 characters.	Used throughout lists, selectors, and related configuration.
Type	Yes	The type that describes the entity's role in the hierarchy.	Helps classify and filter entities. Child entities are commonly clients, departments, or customers.
Main Contact Email Address	No	The monitored address for the entity's primary contact.	Used as the default recipient when no other contact is specified elsewhere.
Parent	No	The entity immediately above this one.	Determines the entity's place in the hierarchy and can affect data visibility.
Timezone	No	The timezone associated with the entity.	Gives reports, notifications, and scheduled activity the correct business-time context.
Active	Yes	Enabled for a current entity; disabled for a retained but unavailable entity.	Deactivation preserves the record while indicating that it should no longer be used normally.

System-administrator fields

These fields only appear to users in the system-administrator group. Use values supplied by the support, reporting, or AWS administrator.

Field	Purpose
Support Project Key	The Jira project key used to retrieve open support tickets for the entity. Enter the project key, not a Jira URL.
Daily Dashboard ID	The Amazon QuickSight dashboard used for the entity's daily usage report.
Monthly Dashboard ID	The Amazon QuickSight dashboard used for the entity's monthly usage report.
User ARN	The AWS user ARN used to retrieve the configured QuickSight dashboards.

Incorrect dashboard or ARN selections can leave embedded Usage Reports blank even though usage data exists. Confirm all three reporting selections together.

Edit an entity

1. Find the entity in list or grid view.
2. Select the pencil action.
3. Confirm the entity name and parent before changing anything.
4. Update the required fields. Select the logo card to replace the logo, or Remove logo to clear it.
5. Select Update Entity.
6. Return to the list and verify the saved status, parent, type, and updated date.

Changing the parent, type, or active state has a wider effect than changing the display name or logo. Check assigned users and dependent configuration before making structural changes.

What to configure after creation

Creating an entity establishes its identity and hierarchy; it does not automatically create gateway configuration or grant access. Depending on the use case, continue with:

• Users to assign people to the correct entity and permission group;
• Services and Routes to expose upstream APIs for the entity;
• Campaigns and Campaign Classes for campaign-based allowances;
• Entity Limits or Service Limits for usage controls;
• Usage Reports reporting fields, when configured by a system administrator; and
• support project configuration if the entity uses the integrated support view.

The guided Workflows feature can create an entity as the first stage of a new service setup.

Deactivate or delete an entity

Prefer deactivation when the entity and its history must be retained but should no longer be used. Deleting is permanent and may be unavailable or fail when the entity has child entities, services, or other dependent records.

Before deleting:

1. confirm that you selected the correct entity;
2. identify its child entities and services;
3. check assigned users, campaigns, limits, reports, and billing dependencies;
4. move or remove dependencies through the approved process; and
5. confirm the deletion prompt only when the data no longer needs to be retained.

If the edit, create, or delete action is not visible, your user group does not have that permission.

Troubleshooting

An entity is missing from the list

• Clear search and entity-type/status filters.
• Check the next page of results.
• Confirm that the entity is beneath the hierarchy available to your account.
• Ask an administrator to verify your assigned entity and read permission.

The Create or Update button is disabled

• Enter a name; it is required and cannot exceed 60 characters.
• Select an entity type.
• Correct any field displaying a validation message.

Reports are blank for an entity

• Confirm that the expected daily and monthly QuickSight dashboards are assigned.
• Confirm that the selected User ARN can access those dashboards.
• Check that the user is assigned to the correct entity and has report permission.
• Verify the report filters and a period known to contain usage.

Warning

Entity changes can affect user visibility, services, limits, reporting, support information, and other configuration. Confirm the entity and its position in the hierarchy before saving structural changes.