Managing user accounts in Studio Server

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

Notes: This process describes how to manually create a user account. When an identity provider is integrated, user accounts can be created automatically. All names and log-in names of users are all mutually exclusive (meaning: you cannot use a name for a user group if that name is already used for a user account). Studio Server will warn you if you try to create users with the same name as a user group or vice versa. You may want to plan in advance how to name your users and/or user groups.

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
• E-mail

Notes:  The values of the User, Full Name and E-mail fields are used for identifying the 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: When adding an email-address that is already used by another user to a new or existing user, a message is shown to indicate this. The 'Authentication' test on the Health Check page provides a warning when multiple users with the same e-mail address are detected. When an identity provider is used, the values of the following fields are managed by the identity provider and are therefore disabled on the User Maintenance page: New password User cannot change password Password expiration in days Valid from Valid till

The following table shows a description of all fields:

Field	Description
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.
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.
E-mail	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: When adding an email-address that is already used by another user to a new or existing user, a message is shown to indicate this. The 'Authentication' test on the Health Check page provides a warning when multiple users with the same e-mail address are detected. 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

Notes: The following actions will completely remove a user account from the system. An alternative method of denying a user access from the system is to deactivate the account. See Deactivating user accounts versus removing user accounts. When a user is deactivated in LDAP or the LDAP integration itself is stopped, the credentials of LDAP users who have logged in to Studio Server are still stored on the server. As a result, these users are still able to log in using these accounts. In these scenarios, it is highly recommended to deactivate or remove these accounts from Studio Server to prevent these deactivated users from logging in to the system.

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.

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: The user is listed as the person who has created, modified, or deleted an object. The user has locked an object. One or more objects are routed to the user. 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.