Manually setting up users and user groups in the WoodWing Identity Service

The WoodWing Identity Service (WIS) is a cloud-only service for WoodWing Cloud customers in which administrators can manage users and user groups in a central location, and give these users access to one or more WoodWing products.

Setting up users and user groups can be done in one of two ways:

1. Manually
2. By integrating a Single Sign-On (SSO) provider: users and user groups that are set up in that provider are then automatically added

Note: A mix of these methods is also possible.

This article describes how to manually set up and manage users in the WoodWing Identity Service.

The process is as follows:

1. Users are created.
2. User groups are created.
3. User groups are optionally given the role of 'owner'.
4. Users and tenants are added to a group.
5. User accounts are at some point removed.

User group roles

Within the WoodWing Identity Service, a user group can have one of two roles:

1. A default role. Users within a group with this role can only access their profile page. This role is used for all users who should not have admin access to the WoodWing Identity Service.
2. The role of owner. Users within a group with this role can access all areas of the WoodWing Identity Service and set up and manage users, user groups, and an external identity provider.

Setting up users

Step 1. Log in to the WoodWing Identity Service as a user that is part of a group with the role of 'owner'.

Step 2. Access the Users page.

The page shows an overview of all users that are currently set up, with information such as the number of groups that they are part of, if they have been sent an invite which has not been activated by them, and their role.

Step 3. Click Invite to bring up a panel to invite users with.

Step 4. Enter one or more e-mail addresses of the users you want to invite. When adding multiple addresses, separate them with a comma or a semi-colon.

Step 5. When done, click Invite.

All invited users will receive an e-mail with a link to the WoodWing Identity Service in which they can set up their password.

Setting up user groups

Step 1. Access the Groups page.

The page shows an overview of all user groups that are currently set up, with information such as the number of users that are in the group, the number of tenants that are assigned to the group, and options to manage groups.

Step 2. Click Create to bring up a panel to create groups with.

Step 3. Enter the name of the group and click Create.

Assigning the 'owner' role to a group

Users who should be able to manage users, user groups, and identity providers in the WoodWing Identity Service should be part of a group to which the 'owner' role is assigned.

To do this, select one or more groups on the Groups page, click Promote, and confirm the action.

Note: There should always be at least one group with the 'owner' role containing at least one user, else no user will have access to manage users, user groups, and identity providers.

Adding users and tenants to a group

When users and user groups have been created, user groups can be fully set up.

Step 1. On the Groups page, select the group that you want to edit and click Edit.

A panel appears containing the following tabs:

• Group info. Shows a summary of the number of users and tenants that are part of the group, and an option to change the name of the group.

• Users. Shows a list of all users that have been set up in the WoodWing Identity Service. Select the check box for the users who should be part of the group, and clear the check box for the users who should not be part of the group.

• Tenants. Shows all tenants that have been made available to the organization (this is managed by WoodWing). Select the check box for the tenants that users in the group should have access to, and clear the check box for the tenants that users in the group should not have access to.

Step 2. Make the necessary changes and when done click Save.

Removing users

At some point, it may be needed to remove a user account. This is done as follows:

Step 1. Access the Users page.

Step 2. Select the user account you want to remove, click Delete, and confirm the action.

Making changes for logged-in users

When users are added or removed from groups while they are logged in to the WoodWing Identity Service, these changes are not automatically reflected in the application in which they are working such as Assets 10.

The authentication information is only updated by the application every 30 minutes. For Assets 10, users can force to refresh the authentication information by clicking the Avatar icon in the top right corner, and choosing Refresh permissions.

Revisions

• 3 July 2025: Added section 'Making changes for logged-in users'.
• 20 May 2025: Added section 'Removing users'.
• 15 May 2025: Updated section 'Assigning the 'owner' role to a group' with a note stating that there should always be at least one group with the 'owner' role containing at least one user.