Manage Users and Licenses

The Users & Licenses page is where Account Managers create users, assign licenses, and manage access across the organization. Only Account Managers can see and access this page.

Create a User and Assign Licenses

When you create a user, you set their profile details, assign a role, and grant product licenses.

To create a user:

1. In the side navigation bar, go to Administration > Users & Licenses.
2. In the top-right corner, select Add Users, then select Create.
3. Under User Details, enter the user's first name, last name, and email. The email address serves as the username. The organization field is pre-filled and cannot be changed.
4. Under Roles & Permissions, turn on the Account Manager toggle if you want this user to manage all users and licenses.
5. By default, the Send activation email checkbox is selected. To send the registration email later, clear this checkbox. This option is also available in the Actions menu in the users list.
6. Under Licenses, select the checkbox under each license type you want to assign. The available licenses are listed per product.

   Licenses control what a user can do within a product. The available license types depend on the product: Administrator, Designer, Power User, and Viewer.

   Note: If you do not assign a license, the user can sign in but cannot access any applications.

7. Select Create in the top-right corner. The User Details screen appears.

The new user appears in the Users & Licenses list with a Pending status until they activate their account.

Multi-Environment Licensing

The multi-environment feature lets you assign licenses per environment, giving you the flexibility to control who can access which environment. This way, you can make the best use of your licenses based on what each user actually needs.

For production environments, the number of licenses reflects your product contract. For non-production environments, there is no license limit, and available licenses are labeled as non-production.

If Company A has 15 Viewer licenses for Product 1 across two production environments and one non-production environment, assigning a Viewer license to a user in a production environment reduces the available count, and assigning licenses in the non-production environment does not.

Note: For cloud products, only users with a license for that product will see the environment link in the product launch card. Desktop products don't have a launch button.

Import Users in Bulk

Use the bulk import feature to add many users at once. You can assign product licenses, environment-specific licenses, and the Account Manager role as part of the import.

1. In the side navigation bar, go to Administration > Users & Licenses. The list of users appears.
2. In the top-right corner, select Add Users, then select Import.
3. Select Download Sample CSV to download the template and fill in the required information.
4. Upload your completed CSV file. Your data loads automatically, and the Send invitation emails checkbox is selected.
5. Select Import users. The new users appear in the list.

Edit a User

You can update a user's name, role, and license assignments at any time.

To edit a user:

1. In the side navigation bar, go to Administration > Users & Licenses. The list of users appears.
2. To update the required user's details, select the Edit icon under Actions.
3. Update the following fields as needed:
   • First Name
   • Last Name
   • Account Manager toggle which grants or removes Account Manager privileges.
   • Guests Inviter toggle that allows this user to invite guests to the organization. You can only enable this for account managers. Guests without permission to invite others will not see this toggle.
   • License checkboxes that assign or unassign licenses.
4. Select Update.

Deactivate or Remove a User

You can deactivate a user to suspend their access without deleting their account, or remove a user to permanently erase their account from the system.

• Deactivate: The user stays in the Users list, but unable to sign in to the platform or product. You can reactivate them at any time.
• Remove: The user's account is permanently deleted.

Note: You cannot deactivate invited guests, only remove them.

To deactivate or remove a user:

• In the side navigation bar, go to Administration > Users & Licenses. The list of users appears.
• Select the vertical ellipsis to open the menu.
• Select Deactivate User or Remove User and confirm when prompted.

Filter Users

Use the Filters feature to narrow down the users list by product, license, role, or status.

To filter the users list:

1. In the side navigation bar, go to Administration > Users & Licenses. The list of users appears.
2. Select Filters and expand the filter you want to apply.
3. Select the required checkboxes under Solutions, Licenses, Roles, and Status. The number of active filter selections appears.
4. Select Done. The filtered results appear in the users list.
5. To clear filters, deselect the checkboxes or select Clear to remove all filter selections.

Export Users

You can export the users list to a CSV file to audit user accounts and review their associated product licenses. The exported file includes user emails, names, roles, and product licenses.

• In the side navigation bar, go to Administration > Users & Licenses. The list of users appears.
• Select Export Users. A message appears when the export is complete and the file is ready.