Manage users and groups

User accounts are created by invitation: You invite users to your workspace by email, provide them with a license and access rights, and manage their accounts.

In addition, SAP Signavio Process Manager users can invite internal and external process stakeholders to review and comment on diagrams. Internal users already have a SAP Signavio account. Externals need to create an account to log in.

If invited users can't access SAP Signavio, check the IP filtering settings of the workspace. Read more in section Set up IP address filtering.

With groups, you can effectively manage a large number of users and their access rights by creating a group for each organizational role and setting up a group hierarchy. This simplifies assigning access rights and feature sets to users.

To open the user management, click Settings in the sidebar of SAP Signavio Process Collaboration Hub and open the User management tab.

Users invited for feedback

Internal users

When users who already have an account and a license for this workspace are invited to review and comment on diagrams, they use their existing email address and password combination to log in.

Internal users are managed with the user management.

External users

When external users are invited to comment on diagrams, they must create an account using the link in the invitation email. They can then sign in to SAP Signavio Process Collaboration Hub and view the diagram, for which they have received an invitation. Instead of a paid license, they are assigned a commenting license so that they can view and add comments.

The user accounts created in this way are like those created with the user management, but the following restrictions apply:

  • Users can't see any other diagram then the one they were invited to.

  • Users aren't assigned to any user group, not even the default groups.

  • Users can't access any other SAP Signavio component.

To revoke access, remove the account from the user management. When you just remove the licenses, external users can still sign in to SAP Signavio Process Collaboration Hub. They no longer see any diagram, instead they are informed that their trial has expired.

If needed, you can keep the account and manage it like any other account, for example assign more licenses and provide more access rights.

Users invited to a workspace

In the user management, you invite new users to your workspace. You also select the license type and the user groups you want to assign to the new user.

The license for a new user is bound to the email address to which you send an invitation. The new user has to register with the same email address to use the license.

New users are automatically added to the user management once they have accepted the invitation and logged in to the workspace. You can then manage their access rights.

By inviting users to your workspace, you are giving them access to all diagrams in the Shared documents folder, by default. If you want them to manage the workspace, you add them to the Administrators group.

Create accounts

If you want to set up auto-provisioning for your workspace so that user accounts are created automatically on login, read more in section Single sign-on using SAML.

You have the following options to add users to your workspace:

  • Create accounts with bulk invites. The accounts are created when users log in for the first time. Only then can you change users' access rights.

  • Create user accounts instantly. With this option, you can change users' access rights immediately after you've created the accounts.

Every user you invite to your workspace has the following default permissions. Note that you can change these permissions by adding users to user groups.

  • Viewing and editing diagrams in the folder Shared documents

  • Viewing and editing dictionary entries

You can change users' permission in Setup > Manage access rights in the explorer of SAP Signavio Process Manager.

Create accounts with bulk invites

Note that you can change users' access rights only after they have logged in for the first time.

Follow these steps:

  1. In SAP Signavio Process Collaboration Hub, click Settings in the sidebar and open the User management tab.

    The user management opens.

  2. In the sidebar, click Invites.

  3. Paste the email addresses to the field. Email addresses must be separated by a whitespace.

  4. Select one or more licenses from the drop-down list. Each user you invite will receive the selected licenses.

  5. Optionally, you can assign each user to a user group from the drop-down list. When you create users groups, you can assign licenses that will be applied to each user of the group.

  6. Click Send invites.

    Email invitations with a link to the registration page are sent.

Create multiple accounts instantly

Follow these steps:

  1. In SAP Signavio Process Collaboration Hub, click Settings in the sidebar and click the User management tab.

    The user management opens.

  2. In the sidebar, click Invites.

  3. Paste the email addresses to the field. Email addresses must be separated by a whitespace.

  4. Select one or more licenses from the drop-down list. Each user you invite will receive the selected licenses.

  5. Optionally, you can assign each user to a user group from the drop-down list. When you create users groups, you can select licenses that will be applied to each user of the group.

  6. Decide whether to send emails or not:

    • To send no invitation email to the users when you create their accounts, select Do not send invitation email. Users will only receive an email asking them to change their password.

    • To send no email at all, select Do not send change password email.

      If service provider initiated authentication is enabled for the workspace, users are redirected to the identity provider, log in there, and enter the workspace. A SAP Signavio-specific password is not required.

      When SP-initiated authentication is not enabled, users must reset their password by using the I've forgotten my password link on the login page.

      Read more in Single sign-on using SAML.

  7. Click Create users.

    User accounts are created instantly. To change the users' permission, go to the Users tab.

Delete pending email invitation

Follow these steps:

  1. In SAP Signavio Process Collaboration Hub, click Settings in the sidebar and open the User management tab.

    The user management opens.

  2. In the sidebar, click Invites.

  3. Click the user's email address.

  4. On the right side, click Cancel. The link in the email invitation becomes invalid.

Resend email invitation

Follow these steps:

  1. In SAP Signavio Process Collaboration Hub, click Settings in the sidebar and open the User management tab.

    The user management opens.

  2. In the sidebar, click Invites.

  3. Click the user's email address.

  4. On the right side, click Resend. An email invitation is sent again.

Delete a user account

To remove a user from a workspace, you delete their account.

When you delete an account, all content in the My Documents folder is deleted as well. The content the user created in the Shared documents folder, their comments and changes, and the dictionary entries they created remain.

To remove a user, follow these steps:

  1. In SAP Signavio Process Collaboration Hub, click Settings in the sidebar and open the User management tab.

    The user management opens.

  2. In the sidebar, click Users.

  3. Click the user you want to remove from the workspace.

  4. On the right panel, click Delete. The user's account is deleted and the user can no longer log in.

Change user settings

You can assign licenses to a user, assign users to groups, and reset the user's password. To do so, follow these steps:

  1. In SAP Signavio Process Collaboration Hub, click Settings in the sidebar and open the User management tab.

    The user management opens.

  2. In the sidebar, click Users.

  3. Click the user whose settings you want to change.

  4. On the right panel, you have the following options to change user's settings:

    • Licenses: Assign a license by selecting a license form the drop-down list.

    • Groups: Assign user to a group by selecting a group from the drop-down list.

    • Reset password: Send a password reset email.

    • Remove user: Delete user account, see Delete a user account.

User groups

Managing access rights for individual users becomes hard to manage with a large number of users and a lot of content. We recommend that you create user groups to manage access rights and access to features. With user groups, you can manage the permissions of multiple users at once.

Add user groups

To add a group, follow these steps:

  1. In SAP Signavio Process Collaboration Hub, click Settings in the sidebar and open the User management tab.

    The user management opens.

  2. In the sidebar, click Groups.

  3. On the right panel, enter the group name and click Add a new group. The new group is added.

Delete user groups

Follow these steps:

  1. In SAP Signavio Process Collaboration Hub, click Settings in the sidebar and open the User management tab.

    The user management opens.

  2. In the sidebar, click Groups.

  3. Click the group you want to delete.

  4. In the right panel, click Delete.

  5. Confirm with Yes, delete this group. The group is deleted. Users that are members of this group are not deleted.

Change user group settings

Follow these steps:

  1. In SAP Signavio Process Collaboration Hub, click Settings in the sidebar and open the User management tab.

    The user management opens.

  2. In the sidebar, click Groups.

  3. Click the group which settings you want to change.

You have the following options to change the group's settings:

  • Name: Edit the name of the group.

  • Add new users to this group automatically: Decide whether to define this group as the default group.

  • Select a group as member: Create a group hierarchy by adding another group.
  • Users: Remove users from the group by clicking X.

  • Select a user to add as a member: Select a user from the drop-down list to add to group.

Default user groups

When customizing user groups, you can set one or more groups as default groups. For example, you can use a default group to provide new users with a basic set of access rights.

To define a group as a default group, activate the option Add new users to this group automatically in the group settings.

Each user invited through the user management is assigned to all default groups by default.

To assign the user you want to invite to another group, you can assign user-specific user groups in the user management dialog when you set up the invitation.

Users created with SAML or CSV API are also assigned to the default groups, unless you specify other user groups by configuration.

Create workspace administrators

In SAP Signavio Process Manager, administrators have extensive permissions to manage workspace settings and user access. The only thing they can't access or manage is the content in a modelers My documents folders.

Administrators can make numerous changes to your workspace. For this reason, we recommend enabling people with tool-specific knowledge and experiences in business process management and process modeling.

To create an administrator account, you create a user account and assign it to the Administrators user group. The user then receives administrative rights for your workspace.

To revoke administrative rights, remove the user from the Administrators group.

Next steps

Set up IP address filtering

Manage users and access rights