User Accounts

Modified on Mon, 2 Feb at 5:42 PM

TABLE OF CONTENTS

Managing User Accounts
Accessing User Account Management
User Accounts Main Screen Overview
Creating a User Account
- Adding Existing Accounts from Other Projects
User Grid Right-Click Menu
Further Support

Managing User Accounts

All users require a unique ManagementStudio user account to log in. User accounts are created and maintained in the Administration area. Permissions are managed via Role Group membership, but the processes for Role Group configuration is separate from account creation and maintenance.

Accessing User Account Management

Click the Administration icon in the lower left of the ManagementStudio screen.
On the Administration page, click the User Account icon in the User Accounts, Roles and Permissions section.

User Accounts Main Screen Overview

The main user management screen contains the following components:

Role Groups Summary
Displays all available role groups and the number of users in each. Click a role group to filter the users displayed in the User Summary panel.
Blueprint Rules Panel
Shows the blueprint rules applied to each user.
Toolbar
The toolbar contains general and user-specific functions, including options to create a new user account or add existing users from other projects. For more information on toolbar functions, see the Toolbar Solution Article.
User Summary Panel
Shows essential information for each account, including User Name, Enabled status, and Last Login. The displayed users may be filtered by a selected role group.

Creating a User Account

Click the New Account icon on the toolbar.
Complete the required fields: User Name, Email, First Name, and Last Name.
Optionally, enter a note describing the user or the reason for account creation.
Click Create User to finalise the process.

Notes:

AD SID and Azure ObjectId are populated by the AD and Azure AD (Entra ID) connectors respectively.
Email addresses must be unique. Each user may have only one account per email.

Administrators do not need to set passwords. Upon creation, ManagementStudio sends a welcome email inviting the user to set their password. Select Send the ManagementStudio Welcome Email to send this notification (the template can be configured in Administration → Project Settings).

Adding Existing Accounts from Other Projects

If a user already has an account in another ManagementStudio project, they can be added to the current project. User names are globally unique; the same user name cannot exist across multiple users or projects.

Attempting to add a duplicate user name will display an error indicating the user name is already in use.

The right-click menu in the user grid provides actions to manage accounts:

Send Notifications

Send notifications via the User Interface or via both UI and email.
Useful for informing users about system changes or planned outages.
UI alerts are delivered within two minutes.

Add & Remove Role

View existing roles by scrolling right in the grid.
Assign roles:
- Select users (CTRL + Click for multi-select), right-click and choose Add Roles.
- Select one or more roles, then click Add Roles.
Remove roles:
- Select users (CTRL + Click), right-click and choose Remove Roles.
- Select the roles to remove, then click Remove Roles.

Add and Remove Blueprint Rules

Blueprint rules restrict which records a user can view in ManagementStudio.
Assign blueprint rules:
- Select users (CTRL + Click), right-click and choose Add Blueprint Rules.
- Select one or multiple rules, then click Add Blueprints.
Remove blueprint rules:
- Select users (CTRL + Click), right-click and choose Remove Blueprint Rules.
- Select rules to remove, then click Remove Blueprints.

Reset User Password

Select users (CTRL + Click), right-click and choose Reset User Password.
Confirm by clicking Reset Password.
The user will receive an email invitation to set a new password.

Resend Welcome Email

Select users (CTRL + Click), right-click and choose Resend Welcome Email.
Confirm by clicking Resend Welcome Email.
The user will receive the original welcome email.

Remove User from Project

Select users (CTRL + Click), right-click and choose Remove User From Project.
Confirm removal by ticking the Yes I'm sure box and clicking Remove User(s).

Enable/Disable Account

Multi-Project Caution:
Enabling or disabling an account affects all projects for that user. To restrict access to a single project, remove the user from other projects instead of toggling the account status.

Enable:
- Select users (CTRL + Click), right-click and choose Enable Account.
- Confirm by clicking Enable Account.
Disable:
- Select users (CTRL + Click), right-click and choose Disable Account.
- Tick Yes I'm sure, then click Disable Accounts.

Set Account Note

Add or edit the Note field for additional user information, such as job role.
Useful for filtering or identifying users (e.g., Project Manager, Planner).

Set Account Domain

Add, update, or clear the Domain specified for the user(s).

Set Group Text

Up to three additional, customisable Group fields can be enabled from the toolbar.
Populate Group fields with information such as Country, Business Team, or Line Manager.
Allows easy filtering based on these fields.

API Tokens

Create API Refresh Token
Revoke API Refresh Token
Create API JWT Token

Note: Requires the 'Create API Tokens / Certs' Role Group permission.

API Certificate Auth

Upload Auth Certificate
Revoke Auth Certificate