How to Manage Users

TL;DR

In Settings → Users, create a user with an email and at least one role. Roles are the only thing that grant access, so a user with no role can sign in but sees nothing. You don't delete users; deactivate them with Is Active.

Admin guide

This page is for administrators. When the platform authenticates through an external provider (SAML or OAuth2), identity fields are managed by the provider and shown read-only, and the User Roles field is locked when authorization is external.

Concept

A user is a platform login. Identity fields (name, email, department) describe the person; the roles field is what grants access. A user with no role sees nothing.

Before you start

• You need write access to Users in Settings.
• The roles you’ll assign must already exist.
• Under SSO, users are typically provisioned on first login with a default role (set in Platform Settings), so manual creation may not be needed.

Create a user

Open the Create Form

Go to Settings → Users.
The page shows all existing users with their Username, name, Email, assigned Role (shown as Workspace: Role), Last Login, and whether they’re Active.

Click + New User at the top right.

Fill in the Form & Save

• Username * - the login name. Can be set only on creation; locked on edit.
• First / Last Name, Department - optional identity details.
• Email * - a valid address, used for notifications and approval requests.
• Is Active - on by default; turn off to block sign-in (see Deactivate).
• User Roles * - multi-select, each shown as Workspace: Role. This is what grants access. Locked when authorization is external.

Click Save. The user is created and can sign in with the roles you assigned.

Reset a password

Reset is available under internal authentication only.

1. On the user’s page, click Reset Password.
2. Enter a new Password and matching Confirm Password.
3. Click Save.

Passwords must be 8 to 60 characters and include an uppercase letter, a lowercase letter, a digit, and a special character from !@#$%^&*_-.

Deactivate a user

There is no delete action. To block access, open the user, turn off Is Active, and save.
The user can no longer sign in, but their history and authored objects are preserved for audit. Turn Is Active back on to restore access.

Check recent activity

Open a user and go to the Activity tab to see login stats:

• Last Login Date
• Logins in Last 7 Days
• Logins in Last 30 Days
• Logins in Last Year

Use it to spot dormant accounts before deactivating.

What’s next

• Configure Roles and Permissions: define what the roles you assign here can actually do.
• Configure Platform Settings: set login methods and the default role for SSO users.