/
User and Group Management

User and Group Management

From the Users and Groups Management window, you can add, edit and delete users and groups.

You find Users and Groups Management in the Administration tab Administration > Users and Groups. You have to have the administrator privileges to open it.

This page will give an overview of the possibilities to manage users and groups.

 

image-20250508-084225.png

Rules

Different rules apply to the Users and Groups Management:

Users:

  • A user can be a member of more than one group. The user will then always have the highest privileges:

Example: If the group Users is set up to allow “read” for the information group “Technical Specification” and the group ProductUsers is set up to allow “read”, “write” and “delete” for the same information group, and the user is a member of both groups, the user will have “read”, “write” and “delete” permissions for the information group “Technical Specification”.

  • A user will inherit Roles from groups (for more information, see Role-based Access)

  • A user cannot be deleted, if he has created an item (e.g. a product). If a user should no longer have access to Perfion, you can deactivate the user. A deactivated user can always be activated again.

Groups:

  • A group cannot be deleted if any users are members of the group, including inactive users.

  • The groups default Administrators, Super Users and Users cannot be deleted. They are pre-configured in the Perfion database and are fundamental to the security setup.

  • Newly created groups will have the same privileges as the pre-configured group Users. See table below.

Pre-configured groups

In the table below, you will find what standard areas and features each default groups gives its users access to:

 

Administrators

Super Users

Users

Section Features

Yes

No

No

Configure Information Groups

Yes

No

No

Users and Groups Management

Yes

No

No

Security Administration

Yes

No

No

Section Feature Data

Yes

Yes

No

Configure Filters, Sections

Yes

Yes

No

All Sections

Yes

Yes

No

All Information Groups

Yes

Yes

No

Deleting Items

Yes

Yes

No

Get new Items

Yes

Yes

No

Add new Items

Yes

Yes

No

Switch user and change own password

Yes

Yes

Yes

A member of the group Administrators has all rights in Perfion. You cannot change privileges of an Administrator.

The Super Users group has access to all created sections except Features and has full access to all information in all Information Groups. A member of the Super Users group can also delete, add and edit items.

The “Users and Groups Management” tab

The Users and Groups Management tab in the window consists of two lists. The list on the left side makes it possible to select either Users or Groups. The list on the right side shows a list of the users or groups accordingly.

image-20250508-085733.png

Editors and Readers

A user can have a type of either Editor or Reader. How many Editors and Readers that can be active at the same time is determined by what is specified in the license.

For a user to have the type Editor, the user must have checked ‘Can Edit’ in one or more languages or the ‘Non-localizables’ checkbox (see below).

Managing Users

Right clicking in the users/groups list give the following possibilities: Add new User, Set Password, Delete, Rename and Properties.

Add new User

  1. Click on Add new in the Users tab of the Users & Groups menu. The following window opens:

    image-20250508-091148.png

     

  2. Enter ID. The User ID must be unique and cannot be changed later on.

  3. Enter Name and Description (optional)

  4. Enter a Windows Domain User ID. The Windows Domain User ID leys you log in automatically.

  5. Enter a Password, this is a mandatory step.

  6. Repeat Password to confirm it.

  7. In the Default Feature Group, you must select which Information Group is to be shown when you open/edit an item.

  8. In Access Type, you can select which Access level the user should get (from 2025-R1 onwards):

    • Clients only: Access to the Perfion client only. Cannot be used for API access.

    • Clients & Service: Full access to both the client and the API.

    • Service only: Used for API access only. No access to the client.

  9. The checkbox Active can be unchecked if the user shouldn’t be active right away.

  10. From AD can be checked if the user should come from Active Directory (see Active Directory ).

Then there is the Language Permissions tab where the active languages the user can access in Perfion are specified.

d0719193-2802-407c-9748-ee67b9dee8ed.png

  1. Select an active language from the pulldown menu and click on Add to add the language to the user.

  2. Check the Edit checkbox at the Language if the user should be able to edit values from features in that language.

  3. Check the Edit checkbox at Non-localized features if the user should be able to edit values from a feature in that language that are not localizable.

  4. You can delete a user language by clicking on the X next to the language code. The Administration user and Service Account user can’t be deleted.

  5. Editing the active languages can be done in the User & Groups menu at the Active languages tab. Here active languages can be added/deleted/edited. See Current Active Languages for more info.

At the Member of tab User Groups can be added where the user should become a member of.

  1. Select the User Group from the pulldown and click on Add to add the user to that group.

  2. Click on the X next to the User group to delete the user from it.

image-20250508-125048.png

In the Roles tab you can assign specific roles to the users. For more information about roles, see Role-based Access.

Set Password

Setting other user’s passwords is only possible in the Windows Client

  1. Mark the user you want to set the password for.

  2. Right click and select Set Password. The following dialog appears

  3. Enter a new password.

  4. Confirm the new password.

  5. Click OK

In the Web Client you can only change your own password by clicking on your username in the top-right corner, then you can choose Change Password and the following overlay opens:

image-20250508-130951.png

Generating User API Tokens

For more information about generating user API tokens, see ‘Getting the token from Perfion Windows Client’.

Managing Groups

Selecting the User Groups tab gives the following possibilities: Add new, Delete and Edit a group.

image-20250508-132200.png

Add new Group

  1. Click on Add new button. The following dialog opens.

  2. Enter ID. ID must be unique and cannot be changed later on.

  3. Enter a Name (optional)

  4. Enter a Description (optional).

  5. You can add members to the group via the Members tab

  6. In the Roles tab you can assign specific roles to the members of the group. For more information about roles, see Role-based Access.

  7. Click on the Save button to create the Group.

image-20250508-131553.png

Delete Group

Not all groups can be deleted. For more information, see Rules.

  1. Click on the X next to a group.

  2. An overlay opens with the warning message: Do you want to delete this group? Click on Yes to delete the group.

Edit Group

  1. Click on the pencil icon next to the group you want to edit.

  2. The Edit User Group overlay opens with three tabs; General, Members and Roles

  3. General tab:

    1. Change the Name and Description fields.

  4. Members tab:

    1. Adding users: Select a user from the pulldown and click on the Add button. Repeat this step to add multiple users.

    2. Removing users: click on the X next to the user you want to remove from the group.

  5. Roles tab:

    1. Use this tab to assign specific roles to the members of the group. For more information about roles, see Role-based Access.

The “Active languages” tab

The Active Languages tab displays all languages currently assigned to all active users in Perfion.

image-20250508-120853.png

The list in the Active languages tab provides an overview of all languages in Perfion assigned to active users.

From this list, it is possible to remove languages from specific users or remove a specific language for all users.

Removing language from a specific user

To remove a language from a specific user, click on the pencil icon next to the language code and click on the X next to the user you want the language removed from.

image-20250508-133415.png
Removing user ES-DAN translator from the Danish language

Removing the last user from a specific language will also remove the language from the list, as it is no longer assigned to any users.

Removing a language from all users

To remove a specific language from all users, click on the X next to the language you want to remove. The below overlay will open with a warning message that it will deactivate the language and that it will be removed from all users. Press Yes to remove it.

image-20250508-133755.png
Removing the Italian (Standard) language from all users

Important note regarding ‘Removing languages’

Please note that it is not possible to remove a language from a user, if the user only has one language assigned. This will cause Perfion to display an error message:

image-20250508-134111.png
When removing the Dutch language from a user with only that language, this error message is displayed when trying to save

It is possible to use the ‘Remove language from all users’, even if the removed language is the only language assigned to some of the users. This will remove the language from all users, which have more than one language assigned, and preserve the language on users with only one language assigned. Hence, the selected language will not be removed completely.