Users

Browse Workspace Users

The Administration area provides a comprehensive way to manage your workspace users. As the default view, you will see a list of all users that are subscribed to the workspace, including their Name, Role, Status and Last Login. When switching between active users, open invites or requested invites, you can do so by choosing one of the sections at the top of the list.

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Note

You can set up single sign-on (SSO) to streamline the user management experience. For more information, see Single Sign-On (SSO).

By clicking on one of the users you are forwarded to the user details and subscription information.

Removing a User from a Workspace

Once invited to SAP LeanIX, a user cannot be deleted. The only option to remove a user from a workspace is to set the user profile to archive. You can do so in the Administration / Users menu. Simply click on a user and open the detailed view.

A click on Archive removes the user from the workspace. Once a User is archived from the workspace only a re-invite can make the user active again.

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Note

A customer can set a user’s permission to Archived at any time, which results in the user not being able to log in to the workspace anymore. You can request to delete or anonymize user data by contacting SAP LeanIX Support.

Include users who do not yet have access + who should not be invited at the moment

A contact is a fact sheet subscriber who has not been invited to a workspace and doesn't have an SAP LeanIX account.

• Admins can assign Fact Sheets to responsible individuals without them being active users
• You do not have to invite these users to the workspace yet
• In the end, the Fact Sheet is filled in and the Admin can decide to invite this person into SAP LeanIX

How to create a "Contact"

1. Open a Fact Sheet
2. Click on "Subscriptions"
3. Add a person
4. Click on "new person"
5. Type in Email, first name, last name

6. Save it; see result below:
   -> By adding a new person, they do not become a SAP LeanIX user automatically. You can invite them afterwards with the usual invite process / or with the blue button below

You can also subscribe people to multiple fact sheets in one go in the inventory table view mode or by importing data through Excel files. For more information, see Subscribing and Unsubscribing in Bulk.

Change User Roles

The editing of content is limited by default to the user roles Admin and Member. The Viewer can view Fact Sheets and leave comments. The Audit Trail (Last Update) shows in detail all changes with a reference to the user. This transparency should prevent misuse of the system. The (workspace) Administrator has more functions like managing user access, setting the preferred invitation process, and exporting all data to Excel. The Administrator(s) can manage the settings in the Administration area from the General tab.