Availability: OCC and ECM Enterprise License Tiers; Team Membership Plans. Not available for Individual or Single User Licenses
License Admins can manage two levels of product settings from Account Settings → Product Settings:
Membership Product Settings — control which products are available to members in your organization
App Settings — control specific features within Proxima and Kaiya™ for all users in your organization, including both membership and direct-assigned users
Membership Product Settings
Membership seats include access to a bundle of products by default. If your organization has security or data policies that require restricting certain tools, you can disable individual products for all members who receive the Membership seat from the Product Settings.
This setting applies to products where members can input data:
Proxima
Pathways
Community
Kaiya™
By default, all products are enabled when a membership seat is assigned. License Admins can disable individual products to restrict access for members in their organization.
To enable or disable a membership product:
Log in at https://portal.prosci.com
Navigate to My Account and select Manage Organization
Click on Account Settings and select the Product Settings tab
Under Membership Product Settings, locate the product you want to manage.
Toggle the switch to ON (enable) or OFF (disable)
If disabling a product, a confirmation modal will appear. Click Confirm to apply the change, or Cancel to exit without saving.
Note: Disabling a product under the Membership Product Settings only disables it from users who have been assigned the Membership product. This does not impact users who received access to any of the above products outside of Membership.
What happens when you disable a product:
Access to the app you are disabling will be revoked for all users with it assigned through a Membership seat assignment.
Active sessions will remain open, but users will lose access the next time they log in
The change applies to all members in your organization with Membership seats
Disabling a product does not delete user data. Data is retained in accordance with Prosci's data retention policies. If your organization needs to request data deletion, please contact [email protected]
App Level Settings
App Settings allow License admins to enable or disable specific features within Proxima and Kaiya™. These settings apply globally to all users in your organization who have access to those products — including both membership and direct-assigned users.
Kaiya™ Settings
File Upload
Default: On/Enabled
When enabled, users can upload files to Kaiya™ for AI-powered analysis and contextual responses.
When disabled:
The file upload feature in Kaiya is hidden for all users.
Previously uploaded files are not deleted. However, users will no longer be able to upload new files.
Disabling file upload does not remove context that Kaiya™ has already processed from previously uploaded files. To fully remove that context, the associated conversations would need to be deleted.
Proxima Settings
Public Links
Default: On/Enabled
When enabled, users can create and share read-only public links to Proxima projects with people outside your organization.
When disabled:
All existing public links are immediately deactivated. Anyone who clicks a deactivated link will see a message indicating the link has been removed.
The public link UI elements are hidden for all Proxima users in your organization.
Public links are not deleted. If you re-enable Public Links, previously created links will be restored and become accessible again.
Proxima API
Default: Configured per User On/Enabled
When enabled, users can generate API keys for Proxima project that can export project data to third-party tools.
When disabled:
All existing API keys for users in your organization are immediately revoked.
Revoked API keys cannot be restored. If you re-enable the Proxima API, users will need to generate new API keys.
API-related options are hidden in both in Proxima and the Portal admin user management interface.
For additional details on the Proxima API feature, review License Admin: Proxima API Management.
Questions?
Reach out to your Account Manager or [email protected] for help