User and Group Management

Last modified: September 01, 2020

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

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 and groups, select Users on the Admin toolbar.

To manage users, 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

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 still has to still be configured in the identity provider (IDP) before they can sign in to the Gallery.

  1. On the Users tab of the User Management 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 the Gallery API Overview 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, Role, Email (for Built-in Authentication) or Network Name (for Integrated Windows Authentication), 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 Default Role on the Gallery Configuration page 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 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.  

Understand Role Hierarchy

A user's role and their resulting Gallery access can come from 3 places, the user role, the group role, or the 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.

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.

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.

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. 

    Screenshot of Add Group screen

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.

Was This Helpful?

Running into problems or issues with your Alteryx product? Visit the Alteryx Community or contact support.