Manage users

When starting your project in ALM Octane, add users to spaces and workspaces.

After you create users, assign roles and permissions to them. For details, see Assign roles and permissions.

About managing users

This section provides an overview of user-related tasks and who can perform them.

  1. In Settings , depending on your permissions, click Site or Spaces.

  2. Select the Users tab.

  3. Add or edit users, depending on your role.

    Note: Roles can be customized. Roles and their permissions might be different for your organization.

    User management capability Site admin (on-premises) Shared space admin
    Admins for workspaces
    Add users to the current context (site, space, or workspace). For details, see Assign roles and permissions.
    Add users to the current context (site, space, or workspace) using the REST API. For details, see POST: Create a user.
    Import LDAP users to a space. For details, see Include LDAP users in ALM Octane (on-premises). On-premises: On-premises:

    Import IdP users for SSO authentication. For details, see Import IdP users for SSO authentication into a workspace (on-premises). On-premises:
    Add existing users from the space into the workspace. For details, see Include existing users into a workspace.
    Remove roles from a workspace user. For details, see Assign or remove roles.

    Choose the fields to display in the user list, sort the list, and export the list to Microsoft Excel.

    On-premises: Set user passwords.

    Assign additional roles to users. For details, see Assign to, or unassign roles from, existing users.

    Site admin can only assign the space admin role.

    Assign the site admin role to other users. For details, see Assign the site admin role to existing users (on-premises).
    Activate and deactivate users. For details, see Assign roles and permissions. On-premises: SaaS: SaaS:
    Delete a user. For details, see Delete a user.

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Ways to add users

Add users to ALM Octane in the following ways: 

Method for adding users Instructions
With ALM Octane's native user management system.

To add a user:

Include existing users from a space into a workspace. Include existing users into a workspace
Import users from an LDAP server (on-premises).

Set up LDAP (on-premises)

Include existing users into a workspace

Import SSO users from an Identity Provider (IdP) (on-premises).

Note: The users must exist in ALM Octane, but login authentication is done by the IdP.

Set up SSO authentication (on-premises)

Import IdP users for SSO authentication into a workspace (on-premises)

Use the REST API. POST: Create a user

Tip: Set the ALLOW_WORKSPACE_USERS_CREATION configuration parameter to false to prevent the admin for the workspace from adding and including users at the workspace level. For details, see ALLOW_WORKSPACE_USERS_CREATION.

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Sharing users between spaces (Enterprise Edition)

Users can be defined:

  • At the space level by the space admin.

  • At the workspace level by the admin for the workspace.

The admin designates in which workspaces the user exists by explicitly defining the workspace when adding or modifying the user.

Must user names and emails be unique?

Across all workspaces and spaces, login names and emails must be unique.

Add a user

Add users to your spaces and workspaces.

To add a user:

  1. In Settings , click Spaces.

  2. Choose a space or a workspace in the tree on the left.

  3. In the Users tab, click +.

    On-premises: If you use LDAP user management, the + button is disabled. In this case, perform user management tasks in your LDAP server. For details, see Set up LDAP (on-premises).

    Note: If you use LDAP authentication, you cannot use ALM Octane native user management.

  4. Enter the user information.

    If you specify a Login name, the user uses this name to log into ALM Octane. If no login name is specified, the email address is used.

    You or the user can change the password at a later time. For details, see Change passwords.

  5. Assign roles to users.

    • Space admins assign roles to the user by workspace.

    • Admins for a workspace can assign roles to the user for that workspace only.

    For details, see Assign roles and permissions.

  6. Click Add.

  7. If you are a site admin, in the Site area, you can assign a user to be a site admin. Click the user's ID and change the Site admin value to Yes.

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Edit a user

An admin can click the ID of a user in the Users grid to modify an existing user's details, including his own.

You cannot change your own Login name, but another admin can change that for you.

For details on assigning roles, see Assign roles and permissions.

For details on changing passwords, see Change passwords.

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Include existing users into a workspace

Add users that are already defined in the space context to a workspace without having to reenter user details. You can add native ALM Octane users or LDAP users (LDAP is supported for on-premises only).

To include users from a space into a workspace:

  1. In Settings , click Spaces.

  2. Choose a workspace in the tree on the left.

  3. In the Users tab, click .

  4. LDAP: You can filter the list to refine your search. When filtering, you can enter asterisks (*) as wildcards representing zero or more characters.

  5. Select the users to include.

  6. Click Add.

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Import IdP users for SSO authentication into a workspace (on-premises)

Import users that are already defined in an Identity Provider (IdP) to a workspace without having to reenter user details.

Prerequisite: Your ALM Octane server is configured for SSO authentication. For details, see Set up SSO authentication (on-premises).

To import IdP users for SSO authentication into a workspace:

  1. In Settings >  Spaces, choose a space in the tree on the left.

  2. In the Users tab, click .

  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 (.csv) file that you created for defining IdP users as necessary.

  5. Navigate to the import file using the Browse button.

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

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

    Tip: We recommend that you select the Viewer role now, and have the admin update roles later.

  8. Click Import.

After the 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 ALM Octane 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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Activate or deactivate a user

Activating and deactivating a user controls whether that user can access ALM Octane and how others interact with that user.

Activate a user The user can log into ALM Octane.
Deactivate a user
  • The user cannot log into ALM Octane if they are not activated in at least one workspace.

  • Other cannot assign items to a deactivated user.
  • ALM Octane cannot send emails to a deactivated user.

Deactivated users still exist in ALM Octane. In addition, references to these users are retained.

We recommend that before you deactivate a user, check what entities assigned to the user and update them as necessary.

If you reactivate a user, ALM Octane restores all existing settings for the user.

When you view the users in a shared space or workspace, the Status column in the grid shows you activated users and deactivated users .

To activate or deactivate a user:

  1. In Settings , depending on your permissions, click Site or Spaces, and then the relevant space or workspace.

  2. In the Users grid, select one or more users.

  3. In the toolbar, click either or to activate or deactivate the user(s).

  4. Click Yes to confirm.

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Delete a user

Deleting a user removes the user from ALM Octane.

  • On-premises: Site admins can delete a user. For details, see Delete a user.

  • SaaS: Make sure to perform the following: 

    1. First, the SaaS account administrator either deletes the user from MyAccount or, if enabled, removes ALM Octane from the user's list of allowed services.

    2. Then, the ALM Octane space admin opens a support ticket to SaaS requesting that the user be deleted in ALM Octane.

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Map ALM Octane users to SCM users

For analysis of SCM commits, identify which users perform the commits and map their ALM Octane user to their SCM user. This enables you to analyze the commit information with ALM Octane widgets, filters, and so on.

If you set up ALM Octane to integrate with a CI server that works with a Source Control Management (SCM) system, ALM Octane tracks changes committed to the SCM system. For details, see Track changes committed to your Source Control Management system.

If the email address defined for an SCM user is identical to the one defined for an ALM Octane user, the users are mapped automatically when changes they commit are discovered.

Make sure that your SCM system is configured to share commit authors with your CI server. For example, in the Jenkins GIT plugin, set the option User commit author in changelog.

Otherwise, map the users manually.

ALM Octane users can also map themselves to unmapped SCM users listed in the Commits tab. This does not require admin permissions. For details, see Use the Commits tab to track committed changes.

To map an ALM Octane user to an SCM user:

  1. In Settings , click Spaces and select the space.

  2. In the Users tab, click in the SCM users cell of a specific ALM Octane user.

    Do one of the following:

    • Select from the list of SCM users known to ALM Octane from previous commits.

    • Click Add New to add an SCM user. Provide the SCM user's username and email address for identification.

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See also: