User and Group Management

On the User Management page, add and manage Gallery users and groups. 

To manage users and groups, select Users on the Admin toolbar.

The User Management page has 2 tabs, Users and Groups. The Users tab displays a list of Gallery users. The Groups tab displays a list of user groups. 

Manage Users

These are options available for managing users on the Users tab of the User Management page. See the Manage Groups section of this documentation to learn how to manage user groups.

Create a New User

1. On the Users tab of the User Management page, select the plus icon to add 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.
5. Select a Role. 
6. Select Yes for Can Schedule to allow the user to schedule workflows to run at a scheduled time. Note, you have to also enable workflow scheduling on the Jobs page for a user to be able to schedule jobs.
7. 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.
8. Select Yes for Can Tag Jobs to allow the user to assign a specific worker to run a workflow.
9. Select Yes for Can Create Collections to allow the user to create Collections. 
10. Select Yes for API Access to allow the user to access the Gallery API. See the Gallery API Overview to learn more.  
11. (Optional) In Subscription Id, enter a Studio Subscription Key. If left blank, the user is assigned their own Private Studio. If you want to have the user share a Studio with another user, paste the corresponding Subscription Key.
12. If you disabled the Users Can Register option, enter a password for the user in the Password and the Re-enter Password fields.
13. Select Save.

The new user is added to the Users page. The user's Name, Role, Email (for Built-in Authentication) or Network Name (for Integrated Windows Authentication), and Join Date display in the user list. If you set up an SMTP server to send email notifications, the user receives an email with the link to the Gallery and instructions for activating their account. See Gallery SMTP Configuration and Notifications.  

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 Default Role on the Gallery Configuration page for more info. 

Set a Default User Role

New Gallery users assume the default user role unless you add them to a group or assign a user role assign them a role other than Default. See Understand Role Hierarchy. The default user role is set to Viewer by default. You can change the default role using the Default Role dropdown on the Gallery Configuration page. See Gallery Configuration. 

Note, the default role is displayed as Evaluated in some places like the in the group Details.  

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.

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.

See the Gallery API Overview to learn more about the various API keys and their access.

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 Gallery Configuration page in the Admin interface.

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.

 

Manage Groups

These are options available for managing users on the Groups tab of the User Management page. See the Manage Users section of this documentation to learn how to manage users.

Create a New Group

1. On the Groups tab of the User Management page, select the plus icon to add a new group.  
2. If you are using Integrated Windows Authentication, you have a Group Type option.
   1. Select Active Directory to add a group from your Active Directory as a user group.
   2. Select Create Custom Group to create a user group you can manually add users to. 
3. If you are adding a Custom Group, enter a name for your group in Group Name. 
4. If you are adding an Active Directory group, search for the Active Directory group in Search Groups.
5. For both Custom Groups and Active Directory groups, select a Group Role to assign to all users in the group.

   See User Roles to learn about the permissions each user role includes. See Understand Role Hierarchy to learn how a user's group role impacts their access within Gallery. 

   

Add Users to a Group

Custom Groups allow you to choose the users that are part of the user group. Follow these steps to add a user to a group.

1. Select a group.
2. Select Add User. 
3. Search for the user by username or email. This searches Active Directory for Active Directory users and groups if you are using Integrated Windows Authentication. If you are using Built-in Authentication this searches Server for Gallery users. 
4. Select the user.
5. Select Save. 

Delete a Group

To delete a group, select the trash icon in the Actions column of the group grid. When you delete a group, you also remove collections access for the group's members.