Administer Users

Version:
Current
Last modified: June 03, 2020

On the Users page, you can add and manage Gallery users. Manage user permissions in the user's profile and their assigned Subscription (Studio).

Access the Gallery Admin Interface

Access the Gallery Admin interface directly via the following URL: [BaseAddress]/gallery/admin

You can also access the Gallery Admin interface via Gallery. To do so, select your username and select Admin.
Select your username in the upper-right corner and select Admin to access the Gallery Admin interface.

To manage users, select Users on the Admin toolbar.

To manage users, select Users on the Admin toolbar.

The Users page displays a user grid of your current users. The information and options available in the user grid vary based on the Gallery's authentication method. 

Create a New User

Integrated Windows Authentication

The plus icon to add a new user is not present if your Gallery is set up to use Integrated Windows Authentication.

SAML Authentication

Within a Gallery that uses SAML Authentication, the plus icon to add a new user is available to add and configure users. The user must still be configured in the identity provider (IDP) before they can sign in to the Gallery.

  1. On the Users page, select the plus icon to add a new user.  
    Screenshot of User page showing plus icon for adding a new user.
  2. Enter the user's first name in the First Name field.
  3. Enter the user's last name in the Last Name field.
  4. Enter a valid email address in the Email field. The user will receive notifications at the address.
  5. Complete any additional user info fields you want to populate.
  6. Select a Role
  7. Select Yes for Can Schedule to allow the user to schedule workflows to run at a scheduled time. Note, workflow scheduling must also be enabled on the Jobs page in order for a user to be able to schedule jobs.
  8. Select Yes for Can Prioritize to allow the user to prioritize a job. When there are multiple jobs in the queue, the job with the highest priority will run first.
  9. Select Yes for Can Tag Jobs to allow the user to assign a specific worker to run a workflow.
  10. Select Yes for Can Create Collections to allow the user to create Collections to share workflows. 
  11. Select Yes for API Access to allow the user to access the Gallery API. See Understanding API Keys and Their Access to learn more.
  12. (Optional) In Subscription Id, enter a Studio Subscription Key. If left blank, the user will be assigned their own Private Studio. If you want to have the user share a Studio with another user, paste the corresponding Subscription Key.
  13. If you disabled the Gallery Sign Up form, enter a password for the user in the Password and the Re-enter Password fields.
  14. Select Save.

The new user is added to the Users page. The user's name, email address (for built-in authentication), Role, assigned Studio, Collection Count, and Join Date display in the user list. 

Edit a User

  1. Select a user.
  2. The following user info and permissions can be changed:
    • Select a Role
    • Enter a First Name.
    • Enter a Last Name.
    • Copy and paste the Subscription Id for a Subscription (Studio) in the Subscription Id field.
    • Select Yes or No for the Schedule Jobs setting to give or revoke permission to schedule jobs.
    • Select Yes or No for the Prioritize Jobs setting to give or revoke permission to prioritize jobs.
    • Select Yes or No for the Assign Jobs setting to give or revoke permission to assign jobs.
    • Select Yes or No for the Create Collections setting to give or revoke permission to create collections jobs.
    • Select Yes or No for the API Access setting to give or revoke permission to access the subscription API.
    • Select No for the Active setting to deactivate a user's account.
    • Select Reset Password to reset the user's password. See Reset a User's Password for more information.
  3. Select Save.

Deactivate a User

To revoke a user's access to the Gallery, deactivate their user account. You can't delete a Gallery user's account. To deactivate a user, select the user and Select No for the Active setting.

User Roles

Gallery users can have one of the following roles. Roles determine the user's level of access.

  • Curator: Curators (Gallery Admins) can access the Admin interface to perform administrative tasks. Curators also have all the privileges of an Artisan.
  • Artisan: Artisans can publish, run, and share workflows in their Private Studio and shared Collections. 
  • Member: Members can run workflows that are shared with them via Collections. 
  • Viewer: Viewers can run public workflows on the homepage and in Districts.
  • No Access: Blocks access to all Gallery assets. The No Access role is typically used in Galleries using either Integrated Windows Authentication or SAML Authentication to control initial access to the Gallery when new users sign up.
  • Default: Assumes the default user role. See Set a Default User Role for more info. 

Set a Default User Role

The default user role is set to Viewer by default. You can change the default role using the dropdown in the top-right of the user grid. Any users with the Role value Default will assume the default user role. 

Screenshot of user page showing default role dropdown and users with a Role value of Default

Set a Group Role

In Galleries using Integrated Windows Authentication roles can be assigned at a group level.

  1. On the Users page, select the Groups tab.
  2. Select the plus icon to add a new group.
  3. Enter the group name as defined in Windows Active Directory in Search Groups
  4. Select the group when it appears. 
  5. Select OK.
  6. Select a Role for the group.

Screenshot of Group tab of user grid with Role dropdown highlighted

Understanding Role Hierarchy

A user's role and their resulting Gallery access can come from one of three places, user role, group role (for Galleries using Integrated Windows Authentication), and default role. Roles are evaluated in this order: user role, group role, default role. Users' access resolves to the most specific role assignment. So, if a user's role assignment is any role other than Default, that is their role and corresponding access. If a user's role is Default, then the Gallery looks to see if they are in a group. If the user is in a group, they assume the group role. If they are not in a group they assume the default role. 

Reset a User's Password

  1. Select the user.
  2. On the Edit User page, select Reset Password.
  3. Select OK

The user receives an email with a link to reset their password.

Integrated Windows Authentication

The Reset Password option is not available if the Gallery is configured to use Integrated Windows Authentication.

Built-in Authentication

For Built-in Authentication, SMTP has to be configured to use the Reset Password option.

Allow User Access to the Gallery API

Only Curators have the ability to enable API access.

To enable a user to access the Gallery API follow these steps.

  1. Select Users on the Admin toolbar.
  2. Select a user. 
  3. Select Yes for the API Access setting to give permission to access the subscription API.

Allow User Access to the Gallery Subscription API

Access to the Gallery Subscription API must be granted on the Subscription. To do so, follow these steps:

  1. Select Subscriptions on the Admin toolbar.
  2. Select a subscription.
  3. Select Yes for API Enabled.

Understanding API Keys and Their Access

Each user's API keys are listed on the Keys tab of the My Profile page. To access your API keys, select your username and select My Profile > Keys

Users with the Curator role can use the keys listed as API Access to access all APIs including the Gallery Subscription API, the Gallery User V2 APIV1 Gallery Admin V1 API, and V2 Gallery Admin V2 API.  

All non-Curator users can use the keys listed as API Access to access the Gallery Subscription API and Gallery User V2 API.

All users can use the keys listed as Private Studio API to access the Gallery Subscription API.

Screenshot of Keys tab in My Profile showing API keys

Enable User Registration 

By default, users are not allowed to sign up for access to your company's private Gallery. To allow users to sign up, enable the Users Can Register setting on the Configuration page in the Admin interface.

Screenshot of Users Can Register on the Configuration page

When enabled, users can sign up for a new account on the Gallery sign-in page. When disabled, the Don't have an account? Create one now. is removed from the sign-in page. When the sign-up form is disabled, new users must be added by an Admin.

Screenshot of log in page with arrow pointing to sign up link

 

Integrated Windows Authentication

Users Can Register is enabled by default for Galleries configured to use Integrated Windows Authentication.

SAML Authentication

We recommend enabling Users Can Register for Galleries configured to use SAML Authentication.

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