When users want to use Studio, Studio for InDesign and InCopy, or any other application that is connected to Studio Server, they need to log in to Studio Server first. Each user therefore needs to have a user account set up in Studio Server.
Managing user accounts is done in Studio Server or in an identity provider such as LDAP, Active Directory, Cognito, or Okta.
Creating a user account
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Notes:
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Step 1. Access the Overview of Users page by clicking Users in the Maintenance menu or on the Home page.
A page showing all created user accounts appears.
Figure: The Overview of Users page shows all created user accounts.
Note: When an identity provider is integrated in Studio Server, an additional column named 'Assigned to User Groups' is shown.
Step 2. Click New User.
The User Maintenance page appears.
Figure: The User Maintenance page is used for setting up the user account.
Step 3. Fill out all details. As a minimum, the following fields need to be filled out:
- User
- Full Name
- New Password
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Notes:
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The following table shows a description of all fields:
| Field | Description |
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| User |
Short user name, normally used for logging in. Note: The maximum number of characters that can be used depends on the limitations set by the database that is implemented. |
| Deactivated | Option to deactivate a user without removing the user from the system. This is very useful for temporary employees that are expected to return. See Deactivating user accounts versus removing user accounts. |
| New Password | User's password (mandatory). |
| User Cannot Change Password | Determines whether the user can change the password by using the client application interface. |
| Password Expiration in Days | Determines how many days from now the current password will stay valid. (Default: 90 days.) |
| Valid From | The date from which the user account is active. If left blank, the users account will be activated immediately. (Format: dd-mm-yyyy.) |
| Valid Till | The last day that the user account is active. If left blank, the account will not be deactivated automatically. (Format: dd-mm-yyyy.) |
| Reset Stored Settings |
Available in Studio Server 10.20.0, or any higher version of Studio Server. Resets the stored settings for search filters, panels, column settings, and so on, to their default state. Ignore this option when creating a new user account. For details about this option, see Resetting stored settings at the end of this article. |
| Unblock User Login |
Available in Studio Server 10.70.0, or any higher version of Studio Server. Resets the login attempts for a user. For more information, see Configuring and managing failed user login attempts in Studio Server. |
| Organization | Name of the organization that the user is working for. Used for reference only. |
| Location | Location of the organization that the user is working for. Used for reference only. |
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E-mail address of the user, used for e-mail notifications. The e-mail address is used to identify the user (together with the User and Full Name values) and should therefore be unique for each user. When multiple users exist in the system with the same e-mail address, the user settings can become corrupted (especially when used in combination with Single Sign-On or LDAP). Make sure therefore that the e-mail address for a user is unique in the system. In Studio Server 10.17.0 and any higher version of Studio Server, the following is in place to prevent this from happening:
Note: You can overrule this e-mail address by configuring a custom address. |
| Send E-mail Notification When File Routed To Me | Determines whether the user should receive e-mail notifications when a file is routed to the user. |
| Send E-mail Notification When File Routed To One Of My Groups | Determines whether the user should receive e-mail notifications when a file is routed to a group that the user is a member of. |
| Log Level | (Requires Studio Server 10.14.0 or any higher version of Studio Server 10). Used for temporarily logging server activity for this user. Default option is no logging (NONE). For details, see Logging server activity in Studio Server 10.14 or higher – Concept. |
| Language | Language the user prefers to use in the interface. For more information, see Languages. |
| Color | Color to distinguish the user from other users. Mainly used as the color for tracking changes and creating Sticky Notes in InDesign, InCopy, and Studio. To change the default color, click the Pick button and select a color from the palette. |
Step 4. Click Update.
The user is added to the system. Before the account can be used, it needs to be added to a user group. See Adding a user account to a user group.
Copying a user account
When you need to create a new user account with settings that are identical to an already existing account you can create a copy of that account to use as a starting point. The settings that are copied include certain fields as well as all user groups that the account belongs to.
The following table show the fields that are copied:
| Field | Description |
|---|---|
| User Cannot Change Password | Determines whether the user can change the password by using the client application interface. |
| Password Expiration in Days | Determines how many days from now the current password will stay valid. (Default: 90 days.) |
| Valid From | The date from which the user account is active. If left blank, the users account will be activated immediately. (Format: dd-mm-yyyy.) |
| Valid Till | The last day that the user account is active. If left blank, the account will not be deactivated automatically. (Format: dd-mm-yyyy.) |
| Organization | Name of the organization that the user is working for. Used for reference only. |
| Location | Location of the organization that the user is working for. Used for reference only. |
| Send E-mail Notification When File Routed To Me | Determines whether the user should receive e-mail notifications when a file is routed to the user. |
| Send E-mail Notification When File Routed To One Of My Groups | Determines whether the user should receive e-mail notifications when a file is routed to a group that the user is a member of. |
| Language | Language the user prefers to use in the interface. For more information, see Languages. |
| Color | Color to distinguish the user from other users. Mainly used as the color for tracking changes and creating Sticky Notes in InDesign, InCopy, and Studio. To change the default color, click the Pick button and select a color from the palette. |
Step 1. Access the Overview of Users page by clicking Users in the Maintenance menu or on the Home page.
Step 2. Click Copy User at the bottom of the page.
The Copy User page appears.
Step 3. From the Source User list, choose the user from which the settings need to be copied.
Step 4. Fill out the remaining fields on the page.
Step 5. Click Copy User.
The user is added to the system. Before the account can be used, it needs to be added to a user group. See Adding a user account to a user group.
Updating a user account
Step 1. Access the Overview of Users page by clicking Users in the Maintenance menu or on the Home page.
Step 2. Click on the name of the user in the User column.
The User Maintenance page for that user appears.
Step 3. Make the necessary changes.
Step 4. Click Update.
Adding a user account to a user group
Before a user account can be used, it needs to be added to a user group. This can be done in the following ways:
- From the user account
- From the user group account
Adding a user to a group from the user account
Step 1. Access the Overview of Users page by clicking Users in the Maintenance menu or on the Home page.
Step 2. Click on the name of the user in the User column.
The User Maintenance page for that user appears.
Step 3. In the User Groups section, click Add.
A page appears with a list containing all groups to which the user does not yet belong.
Step 4. Select one or more user groups.
Step 5. Click Add.
The user is added to the user group(s) and the User Maintenance page appears again, with the added user groups included in the User Groups list.
Adding a user to a group from the user group account
Step 1. Access the Overview of User Groups page by clicking Users in the Maintenance menu or on the Home page.
Step 2. Click on the name of the user group in the User Group column.
The User Group Maintenance page for that group appears.
Step 3. In the Users section, click Add User.
A page appears with a list containing all users which do not yet belong to the group.
Step 4. Select one or more users.
Step 5. Click Add.
The user is added to the user group and the User Group Maintenance page appears again, with the added user(s) included in the Users list.
Removing a user account from a user group
Removing a user account from a user group can be done in the following ways:
- From the user account
- From the user group account
Removing from the user account
Step 1. Access the Overview of Users page by clicking Users in the Maintenance menu or on the Home page.
Step 2. Click on the name of the user in the User column.
The User Maintenance page for that user appears.
Step 3. In the User Groups section, click Delete for the user group from which the user needs to be removed.
A message appears asking you to confirm the action.
Step 5. Click OK.
The user is removed from the group and the list is updated to reflect this change.
Removing from the user group account
Step 1. Access the Overview of User Groups page by clicking Users in the Maintenance menu or on the Home page.
Step 2. Click on the name of the user group in the User Group column.
The User Group Maintenance page for that group appears.
Step 3. In the Users section, click Delete for the user that needs to be removed from the group.
A message appears asking you to confirm the action.
Step 5. Click OK.
The user is removed from the group and the list is updated to reflect this change.
Deleting a user account
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Notes:
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User accounts can be deleted by doing one of the following:
- On the Overview of Users page: select one or more user accounts and click Delete Selected.
- On the Users Maintenance page: click Delete.
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Note: In Studio Server 10.15 and any higher version of Studio Server, user accounts cannot be deleted when any of the following is true:
When trying to delete such a user account, a message is shown on the page. When multiple user accounts are selected and at least one user account cannot be deleted, none of the user accounts are deleted. Tip: Hide users that cannot be deleted by deactivating them. Deactivated users are by default hidden from view but can be shown again by clicking Show Deactivated Users at the bottom of the page. Deactivating a user can be done by selecting Deactivate on the User Maintenance page for the user, followed by clicking Update. |
Resetting stored settings
Users of Smart Connection, Studio, and Studio for InDesign and InCopy can store settings for search filters, panels, column settings, and more. In some cases, these settings can get corrupted which prevents Studio users from logging in to Studio. To resolve this, these user settings can be reset to their default state by clicking Reset Stored Settings.
Note: This also resets the settings for the users of Studio for InDesign and InCopy, and users of Smart Connection.
Revisions
- 17 September 2026: Added the option 'Unblock User Login' to section 'Creating a user account'.
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