Managing Membership of Your Altium 365 Workspace

Created: November 23, 2017 | Updated: September 2, 2022
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User Management for a Workspace is performed by an Administrator through the Workspace Members and Admin areas of that Workspace's browser interface, accessed from an external browser. This provides the interface to the Identity Service (IDS), with which to define applicable service access, through the specification of Users and Roles.

The ability to define Roles is not available with Altium Designer Standard Subscription. As such, this functionality will not be available when signed in to an Altium 365 Workspace with the standard level of access to Altium 365.
An MCAD user can be invited to be a Workspace member from within Altium Designer too. For more information, see Specifically Inviting an MCAD User.

User management is performed by an Administrator through the Members and Admin areas of the Workspace's browser interface.User management is performed by an Administrator through the Members and Admin areas of the Workspace's browser interface.

Controls are spread over the following pages:

  • Workspace Members – use this page to create and manage a list of users; people who are to have access to the Workspace and/or its associated technologies. Users can be those with AltiumLive accounts within your own organization, or those in a different organization (in the case of the latter, inviting them in as members of a Workspace does not mean they become part of your organization). You can also invite users who do not have an AltiumLive account (who will need to then register for one).
  • Admin – Roles (not available with Altium Designer Standard Subscription) – use this page to create and manage a list of roles; roles allow you to further organize your users according to, for example, the particular section of the organization in which they are involved, or the design team they are in. Roles also make the sharing of Workspace content, and the configuration of other served technologies, more streamlined.
  • Admin – Sessions – use this page to quickly assess which of your users are currently accessing the Workspace. Provision is made to terminate a user's access to the Workspace by effectively 'dropping' their active session. This would then allow an administrator to remove that user from the Workspace (something that could not otherwise be done if the user were actively using the Workspace).
Only an administrative user has full access to management controls. Standard users (non-administrators) can view the list of members from the Workspace Members page of the interface.

Workspace Members

Management of users for access to the Workspace and related services is performed from the Workspace Members page. A user member is simply a person who it is intended will need access to the Workspace.

Determine which people are to have access to the Workspace, from the Members page of the browser interface.Determine which people are to have access to the Workspace, from the Members page of the browser interface.

All defined users are presented in a flat listing.

Within the main listing, each user is displayed in terms of the following information:

  • User – the name of the user (<First Name> <Last Name>) which is acquired from the user's AltiumLive profile.
    An accompanying icon for the user will also be presented, including the first letter of their forename (e.g. ).
  • Email – the user's email address, which they use to sign in to AltiumLive (and also sign in directly to the browser-based Altium 365 Platform Interface (https://365.altium.com)).
  • Role – the role(s) of which the user is currently a member.
    With Altium Designer Standard Subscription, the final column will be Administrator, containing a checkbox to reflect whether the user is an Administrator (checked) or not.

A user that is currently accessing the Workspace is distinguished by a green dot (e.g. ). An active session can be 'dropped' if needed (without removing the user from the Workspace). This is performed from the Admin – Sessions page.

You can search for a user by their name (User field) using the dedicated Search field at the top-left.

There is no limit to the number of users that may be registered to access and use a Workspace.

Adding a New User

Related page: Inviting Other Users to Your Workspace

A new user can be added for access to your Workspace – inviting them to be a member – in a number of ways. Use the link to the related page above for a more detailed look at the various ways supported. From the Workspace Members page of your Workspace's browser interface, user addition can be performed by clicking on the button, located at the top-left of the page.

The Invite Workspace Members window will appear with which to enter the email for the prospective user and to specify additional role membership for that user.

When you click to add a new user (invite people to be a member), you will be presented with a window in which to specify one or more users, and their role membership.When you click to add a new user (invite people to be a member), you will be presented with a window in which to specify one or more users, and their role membership.

You are able to invite:

  • Other AltiumLive users from within your own organization.
  • AltiumLive users from different organizations.
  • Non-AltiumLive users (who will need to then register for AltiumLive accounts).

Enter the user's email address into the Add Members field. As you start to type, if the email address belongs to another AltiumLive user within your own organization – and who is not already a member of the Workspace – they will be listed for you to choose. If inviting users outside of your organization, irrespective of their AltiumLive status, you will need to enter their full email address. Multiple emails can be entered for invitation to the Workspace. To remove a user email click the delete cross, to the right of its name.

It is the user's AltiumLive login credentials that enable them to access the Altium 365 Platform Interface, and the Workspace they have been added to. From a browser interface, access to the Workspace will be available as soon as they sign-in to Altium 365. From within Altium Designer, the Workspace (and any others that they have been added to as a member) will be presented for use once they have signed in to their AltiumLive account.
You cannot add another user with the same AltiumLive email address as an existing user.

You can also specify role membership for the user. The controls available to you depend on your Altium Designer Software Subscription:

  • Pro or Enterprise Subscription – you can specify which of the existing roles for the Workspace the user is to be made a member of, if required. Click within the Add Roles field to pop-up a list of all currently defined roles. Select the required role from this list. If the user is required to have administrative powers, select the Administrators role. Multiple roles can be chosen for assignment. Assigned roles will appear in a Existing Roles region, once the user has been invited (created). To remove a role prior to final assignment click the delete cross, to the right of its name.
Role assignment may be specified at any stage from the Admin – Roles page but if roles exist, it can be easier to do this at the time of user creation/invite. Bear in mind that if any roles are defined, they will be applied to all users being invited.
  • Standard Subscription – you can simply specify whether or not the user is to be an Administrator. Enable the Administrators option to make them an Administrator, leave it disabled to invite them as a standard (non-administrative) user.

Click the control to access an area to enter a note. This will be added to the email invite that the invitee(s) receive.

Example user set to be invited into the Workspace.Example user set to be invited into the Workspace.

Once all details are filled out and specified as required, click the button.

For a user that already has an AltiumLive account (irrespective of whether they are in your own organization or not), they will be added as Workspace members straight away – appearing in the listing of users back on the main Workspace Members page. A non-AltiumLive user will need to register for an AltiumLive account before they are added as a member.

Each user will receive an email with which to gain access to the Workspace. They can access your Workspace by clicking the corresponding button in the email. What happens next depends on whether they already have an AltiumLive account or not:

  • Invited user has an AltiumLive account – if the user is currently signed into their AltiumLive account within their browser, they will be taken to the Workspace (on Altium 365) directly. If they are not currently signed in to AltiumLive, they will be taken to the Altium 365 Sign In page first.
  • Invited user does not have an AltiumLive account – the user will proceed to an intermediate registration form, with which to define their details, and specify a password. After signing up they will be added to, and taken to, the Workspace.

Editing an Existing User

The available editing controls and approach depends on your Altium Designer Software Subscription:

  • Pro or Enterprise Subscription – you can edit an existing user by selecting that user and clicking the Edit () button at the top-right of the listing. Alternatively select that user, click the control to the far right, then choose the Edit command from the associated menu.

The Edit Workspace Member window will appear, from where you can make changes to that user's role membership(s) as required.

With Altium Designer Pro Subscription, access and make changes to the role membership(s) for the selected user as required.With Altium Designer Pro Subscription, access and make changes to the role membership(s) for the selected user as required.

To remove the user from a particular role in which they are currently a member, click the control for that existing role.

When all modifications have been made as required, click the button to effect those changes.

  • Standard Subscription – you can simply edit whether or not the user is a member of the Administrators role, using the associated checkbox in the Administrators column. A Window will appear asking you to confirm your decision to add/remove the user from the role (this can be set to not appear thereafter) – click .

With Altium Designer Standard Subscription, add or remove a user from the Administrators role as required.With Altium Designer Standard Subscription, add or remove a user from the Administrators role as required.

Removing a User

To remove an existing user from the Workspace:

  • Pro or Enterprise Subscription – select that user and click the Remove () button at the top-right of the listing. Alternatively, select that user, click the control to the far right, then choose the Remove command from the associated menu.
  • Standard Subscription – select that user and click the Remove () button at the top-right of the listing. Alternatively, select that user and click the button at the far right.

A dialog will appear asking for confirmation to proceed with the deletion. Click to proceed, after which the user will be removed from the Workspace's user database. They will no longer have access to the Workspace.

A user cannot remove themselves. In addition, a user who is actively connected to the Workspace cannot be removed. Their session would have to be terminated first. This can be performed from the Admin – Sessions page of the interface.
The remove operation cannot be undone. If you remove a user by mistake, you will need to add that user back – by inviting them into the Workspace – in the same way that you would invite any new user.

Admin – Roles

The ability to define roles is not available with Altium Designer Standard Subscription.

This page is used to manage roles for the Workspace. Roles allow you to further organize your existing Workspace members according to, for example, the particular section of the organization in which they are involved, or the design team they are in. Or perhaps they are people outside of your own organization – contractors, design bureau personnel, and the like. Roles also make the sharing of Workspace content and the configuration of other served technologies, more streamlined.

Several sample roles are defined at the time your Workspace is activated. This includes the role Administrators. This role gives administrative privileges to its members. Anyone who is a member of this role has complete access to the Workspace and all associated technologies and services through the browser interface.
The same user can be a member of any number of defined roles.

Create specific roles (or 'memberships') of users, from the Admin – Roles page of the browser interface.Create specific roles (or 'memberships') of users, from the Admin – Roles page of the browser interface.

All defined roles are presented in a flat listing.

Within the main listing, each role is displayed in terms of the following information:

  • Roles – the name of the role.
  • Members – how many unique Workspace members are part of this role.

The Edit () and Remove () buttons at the top-right of the listing (and also available from the menu associated to the control for a role) enable you to edit the selected role, or to remove it, respectively. The Administrators role cannot be removed.

Click the button and choose to Sort by Role, or Sort by Members. In addition, you can search for a role by name (Roles field) using the dedicated Search field at the top-left.

Adding a New Role

To add a new role, click on the button, located at the top-left of the page. The Create Role window will appear with which to define the role, in terms of its name and members.

When you click to add a new role, you will be presented with a window in which to specify that role and its members.When you click to add a new role, you will be presented with a window in which to specify that role and its members.

Use the Role Name field to enter a meaningful name for the new role. For example this may be a name that is reflective of the task performed by its members. This is a required field.

You will be prevented from trying to create two roles with the same name.

You can also specify constituent users for the role (its members). These can only be existing members of your Workspace. Start typing the first name, last name, or username (email address) of a user in the Add Members field, to pop-up a list of matching Workspace members. Select the required user from the list. Multiple users can be chosen as members of the role.

Assigned users will appear in an Existing Members region, once the role has been created. To remove a user prior to this, click the delete cross to the right of their name.

Role membership may be specified at any stage but if users exist, it can be easier to do this at the time of role creation.

Example role with nominated members, ready to be created.Example role with nominated members, ready to be created.

With name and members defined as required, click to effect creation of the role. The role will now be available in the list of roles for use in applicable areas elsewhere in the Workspace's browser interface – for example when inviting/editing a user, or sharing permissions for access to shareable data items within the Workspace.

Editing an Existing Role

You can edit an existing role by:

  • Selecting that role and clicking the Edit () button at the top-right of the listing.
  • Selecting that role, clicking the control to the far right, then choosing the Edit command from the associated menu.

The Edit Role window will appear, from where you can make any changes to the role's name and/or user membership as required.

The Administrators role cannot have its name changed. You can, however, manage members for this role, as with any other user-created role.

Access and make changes to a role as required.Access and make changes to a role as required.

To remove an existing user from the role, select their entry then click the control at the far right.

When all modifications have been made as required, click the button to effect those changes.

Removing a Role

You can remove an existing role from the Workspace by:

  • Selecting that role and clicking the Remove () button at the top-right of the listing.
  • Selecting that role, clicking the control to the far right, then choosing the Remove command from the associated menu.

A dialog will appear asking for confirmation to proceed with the deletion. Click to proceed, after which the role will be removed from the Workspace.

The Administrators role cannot be removed.
The remove operation cannot be undone. If you remove a role by mistake, you will need to add that role back, in the same way that you would create any new role.

Admin – Sessions

This page lists all active sessions for the Workspace – i.e. those users who are currently accessing the Workspace. An administrator has the power to logout any user that is currently using the Workspace. This would then allow the administrator to remove that user from the Workspace (something that could not otherwise be done if the user were actively using the Workspace).

As an Administrator for your Workspace you have the ability to not only view active Workspace sessions (connections), but also the ability to terminate a session for any user currently accessing that Workspace.As an Administrator for your Workspace you have the ability to not only view active Workspace sessions (connections), but also the ability to terminate a session for any user currently accessing that Workspace.

All users that are currently accessing the Workspace – either through an instance of Altium Designer, or through the Altium 365 Platform Interface – are listed, in terms of their first and last name and Identity Address (reflecting the IP address of the computer from which a connection to the Workspace is being made).

The act of being connected to the Workspace creates an 'active session'. You can terminate a user's session – logging them out of the Workspace – by:

  • Selecting that user and clicking the button at the top-right of the listing.
  • Selecting that user, then clicking the control to the far right.

A dialog will appear asking for confirmation to drop the session. Click to proceed, after which the user will be logged out from the Workspace on all devices and browsers.

You can also drop your own session – the session that has you logged into the Workspace's browser interface. If you do, you will be signed out of the interface moments later.
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