Manage Users
Manage Users lets the owner of an ONIXEDIT Cloud account give colleagues their own access, up to the number of users of the plan, instead of sharing one password. Each sub-user has an e-mail, a user name and a password, may be flagged Read only, and can be edited, deleted or sent a password-reset e-mail at any time. The same Settings menu also offers Change my password, for every user.
Where to find it
- Manage Users: Settings menu (gear icon) → Manage Users. Shown only to the owner of an ONIXEDIT Cloud account; sub-users and Server Edition accounts do not have the entry.
- Change my password: Settings menu → Change my password, for every signed-in user.
- Buy more users opens the ONIXEDIT Cloud purchase page of onixedit.com, already signed in (see My Subscription).
Screen overview
The Manage ONIXEDIT Cloud users dialog lists every user of the account, owner first, in a table with the columns Email, User Name, Unique Id and Read only. Each sub-user row carries Password reset, Edit and Delete; the owner's row has none. Above the table, Add new user is shown while a seat is free. Below it, the counter reads [[CURRENTUSER]] current users out of a maximum of [[MAXUSER]], and the footer holds Buy more users and OK.
How to add a user
- Open Settings → Manage Users and click Add new user.
- Type the Email (it becomes the sign-in name; it must be valid and not already in use) and the User Name.
- Choose how the password is set:
- tick Send a reset password email to the new user — the person receives an e-mail with a link to choose their own password; or
- leave it unticked and type the password in Set password manually and Confirm Password. At least 7 characters; a mismatch shows Confirmation password is different!
- Tick Read only user if the person must not modify anything.
- Click Add. The user appears in the table and the counter increases.
If the e-mail already exists, the dialog Email already exists stops you. The message suggests a trick: add a suffix with a plus sign (name+cloud@example.com) — mail to that address still reaches name@example.com.
How to edit, reset or delete a user
- Edit opens the same form with the Email locked. Change the User Name, tick or untick Read only user, and optionally type a new password in Update password and Confirm Password. Click Update.
- Password reset asks Do you really want to send a reset password email to [[USER]]? and, on Yes, e-mails the user a link to the reset page of ONIXEDIT Cloud. The link is valid for a short time; send another one if it has expired.
- Delete asks Do you really want to delete the user [[USER]]? and removes the access at once. Titles, views and partners are not affected.
What Read only means
A read-only user gets the Read right and none of the editing rights on your catalogues. They browse the list, search, apply views and open each title with View instead of Edit; the entry form shows every field locked. They cannot add, duplicate, delete, lock or unlock titles, nor import files, nor edit default values. Exports, reports and transmissions stay available. Details of the rights are in Locked titles and rights.
How to change your own password
- Open Settings → Change my password.
- Type your Current password, then the New password (at least 7 characters) and Confirm new password. The eye icons reveal what you typed.
- Click Update password. A wrong current password shows Current password is invalid. Please try again.; success shows Password successfully updated!
If you forgot your password, use the Forgot your password? link of the sign-in page instead; see Sign in and password.
Working as a team
- Every user signs in on the same page with their own e-mail and password. Signing in with credentials already in use from more sessions than allowed ends the older session with There are too many users currently logged in with your credentials. You will now be logged out. Give each person a user rather than sharing one.
- Several users can work on the same catalogue at the same time. If two people edit the same title, the second save is refused with This title was modified since you opened it, probably from another session. and offers to reload the latest version; see The entry form.
- To keep a finished title from being edited, lock it: locked titles and the rights behind them are described in Locked titles and rights.
- Views (cloud lists), partners and default values belong to the catalogue and are shared by all its users; a view marked public is visible to everyone.
Tips
One seat per person
The number of users of the plan includes you. If Add new user has disappeared, the counter shows the maximum: click Buy more users to add seats on onixedit.com, then sign out and in again.
Read-only is account-wide
The Read only user flag applies to every catalogue of the account. Finer rights per catalogue (add without delete, lock and unlock, edit default values) are set outside ONIXEDIT Cloud; contact ONIXEDIT support if you need them.
Frequently asked questions
Who can add users?
Only the owner of the ONIXEDIT Cloud account, from Manage Users in the Settings menu. Sub-users cannot see the dialog.
How does a new user sign in?
On the usual sign-in page, with their own e-mail and the password you set, or the one they chose from the reset e-mail. Nobody needs to share the owner's credentials.
What does Read only mean?
A read-only user can browse, search and open titles with View, but cannot add, modify or delete them. Use it for colleagues who consult the catalogue without editing it.
How long is my password?
At least 7 characters, for the owner and for every sub-user. A shorter password is refused with the message This password does not meet the minimum requirements.
Why was I signed out with a message about too many users?
The same credentials were used from more sessions than your plan allows. Give each colleague their own user instead of sharing yours, or buy more users.