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# Manage site users

This topic describes how to manage site users.

In this topic:

## Manage users at the site level

Site admins can activate, deactivate, and delete users. They can also assign other users the site admin role.

Action | Description
--- | ---
Activate and deactivate users | For details, see Activate or deactivate a user. Note: Space and workspace admins can also activate and deactivate users.
Delete users | For details, see Delete a user.
Assign the site admin role to existing users | In Settings > Site > Users grid view, select the user who should also be a site admin. Click the Choose Columns button and select the Roles column. In the Roles column for that user, select Site Admin.

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## User management actions

On-premises admins can manage users by adding, editing, or deleting users. For details about managing users on workspace and space levels, see Users.

The following table provides an overview of user-related tasks and which of on-premises admins can perform them.

User management capability | Site admin | Space admin | Workspace admin
--- | --- | --- | ---
Import LDAP users to a space. For details, see Add LDAP users. |  |  |
Import IdP users for SSO authentication. For details, see Import IdP users. |  |  |
Add existing users from the site into the space. For details, see Add a user. |  |  |
Set user passwords. |  |  |
Assign the site admin role to other users. For details, see Roles and permissions. |  |  |
Delete a user. For details, see Delete a user. |  |  |

## Add a user

To add new site users, use the REST API POST method. For details, see POST: Create a user.

Note: Site admins can not add users through the site settings.

Site admins can add existing site users to a space.

To add existing site users:

1. Open the Settings menu , click Spaces, and select a space.

2. On the Users tab, click the Include site users button .

3. Select the users to include.

4. Click Add.

Note: You can disallow adding site users to a space by setting the ENABLE_INCLUDE_SITE_USERS parameter to false. For details, see Configuration parameters.

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## Change a user's password

Shared space admins, and admins for individual workspaces, can follow these instructions to change another user's password.

Note: As a space admin, you can change passwords for any user, but you cannot change your own password if that is your only assigned role.

To change another user's password:

1. Open the Settings menu , click Spaces, and select a space or workspace.

2. In the Users tab, click a row to select a user.

3. Click Change password.

4. Enter a new password and confirm it.

   Passwords must be at least 8 characters long, and contain at least one capital letter, one lower case letter, and one number or symbol.

5. Click Change Password.

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## Methods for adding users

This section describes the various methods for adding users.

Use one of the following methods.

Method | Details
--- | ---
Native user management system | Add and delete users
Include existing users from the site to a space (on-premises only) | Add a user
Include existing users from a space into a workspace | Add a user
Import users from an LDAP server | Set up LDAP
Import SSO users from an Identity Provider (IdP) Note: The users must exist in OpenText Software Delivery Management, but login authentication is done by the IdP. | Set up SSO authentication Import IdP users
Use the REST API | POST: Create a user

Note: Version 12.60 CP10 and later: The ALLOW_WORKSPACE_USERS_CREATION configuration parameter is deprecated. This parameter used to be available for enabling or preventing the admin from adding and including users at the workspace level. Use Settings > Permissions instead.

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## Import IdP users

This section describes how to import Identity Provider (IdP) users for SSO authentication into a workspace (on-premises). You can import users that were already defined in an IdP to a workspace, without having to reenter the user details.

Prerequisite: Your OpenText Software Delivery Management server is configured for SSO authentication. For details, see Set up SSO authentication.

To import IdP users for SSO authentication into a workspace:

1. Open the Settings menu , click Spaces, and select a space.

2. In the Users tab, click the Import button .

3. If you have not yet created an import (.csv) file for defining the IdP users, click View Import File Example to download a template. The default name for the template file is import_users.csv.

4. Modify the import file that you created for defining IdP users as necessary.

   Note: The import file must have a header row.

   Define, for each user, the following attributes in the order listed below.

   The attributes are mandatory. Values for them must be specified. However, when the user logs in, values specified in the IdP override these. For now, any values will suffice.

   Attribute | Description
   --- | ---
   uid | Corresponds to the OpenText Software Delivery Management UID field. Mandatory, but can be any value, provided the value is unique.
   name | Corresponds to the OpenText Software Delivery Management LOGIN NAME field. name values must be the actual names to be used for authentication. Mandatory. This field is used to identify the user in the IdP at first login. Subsequently, the uid is used.
   first_name | Corresponds to the OpenText Software Delivery Management FIRST NAME field. Mandatory, but can be any value.
   last_name | Corresponds to the OpenText Software Delivery Management LAST NAME field. Mandatory, but can be any value.
   email | Corresponds to the OpenText Software Delivery Management EMAIL field. Mandatory, but can be any value.

   Click Upload.

   Example:

5. Find the import file using the Browse button.

6. Select the workspace to which you want to import the users.

7. Select the role that you want to assign to the users.

   Tip: We recommend that you initially select the Viewer role, and instruct the admin to update the roles at a later time.

8. Click Import.

Post-import steps

Perform these steps after a successful import:

- If any users were not imported successfully, review the details, make corrections, and re-import.

  You can re-import the entire import file. Users that were already imported successfully are not duplicated. However if you re-import with a different role, these users retain their original role. You can update their roles later using bulk update.

- You can edit only users' languages and roles.

- Non-SSO users are still listed in the user list. However, they cannot log into OpenText Software Delivery Management because the login will fail SSO authentication.

- User activation works as it does for any other type of user. If the user is not active, the user is listed but cannot log in. For details, see Activate or deactivate a user.

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## Delete a user

This section describes how to permanently delete a user from the site.

Deleted users are removed from user lists and from teams in which they were members. However, they may still be referred to in the system, for example in items they were assigned to and in comments. The deleted user icon is displayed alongside their name.

GDPR: To comply with GDPR rules, deleted users' names can be replaced with reference codes. To enable the code replacement, set the FORGET_USER_ON_DELETE parameter to true. For details, see Configuration parameters.

To delete a user:

1. Open the Settings menu and click Site.

2. In the Users tab, select a user.

3. In the toolbar, click the More button and select Delete user. Click Yes to confirm.

4. If your site is configured to forget deleted users, enter a unique reference code for the user. The code will replace any references to the user that remain in the system after they are deleted.

   Click Delete.

See also:

- Users
- Set up LDAP
- Manage the site

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