Manage user accounts for Tekla products

If you are an administrator level user in Tekla Online, you add and manage your company's user accounts in the system and assign online licenses to users. If you are a contract manager level user, you also manage contract renewals in the system.

The tool you use to manage accounts and licenses for Tekla products is called Tekla Online Admin Tool. The online license assignment and monitoring for existing user accounts is covered in more detail in Manage Tekla Structures online licenses. For information on managing contract renewals, see Manage renewals in Tekla Online.

Organization administrator responsibilities

Tekla Online administrators manage the access of the company's users to Tekla Online services and licenses. One or more people in your company can be administrators. The first user is invited to your Tekla Online organization group by a Trimble representative and given administrator rights and that person is then responsible for adding other users and administrators as necessary.

As an administrator, you are responsible for:

Adding employees to your Tekla Online organization. Membership allows them access to restricted services that your company is entitled to.
Assigning online licenses to your users for the Tekla products, features, and services that your company has bought. Licenses grant users access when they log in using their Trimble Identity.
Removing people from your Tekla Online organization when they leave your company. Users may be able to continue using your company's licenses and associated Tekla Online services until you remove their account from the organization.

In addition to administrators, your company can also have people with contract manager rights, see Manage renewals in Tekla Online. As an administrator, you can view all past and pending renewals, but you cannot process them.

You can add a user as an employee with full access to Tekla's services or as an external license user to just give the user access to a license from your organization.

Access to shared models in Tekla Model Sharing is controlled separately from licenses and Tekla Online organization:

Joining your Tekla Online organization does not give the user access to any shared models.
The user does not need to be in your Tekla Online organization or any other organization to access shared models as long as they have a valid license from some organization.
Use the Tekla Model Sharing Management Console to control access to your shared models.

Add users to your Tekla Online organization

User action is required. Instruct your users on how they can create their accounts and join the organization using your preferred method.

Note:

To improve the confidentiality of your data, Tekla Model Sharing stores the Tekla Online organization of the user. Being removed from an organization or joining a new organization disables the user's account in Tekla Model Sharing. The user can create a new account or change the email address if the user wishes to continue using the same account.

There are alternative methods for adding the users:

You can invite users by adding their email addresses yourself. The users need to click a link on a confirmation email. Optionally, you can assign licenses to the users in the invitation so that they can start working immediately after accepting the invitation.
You can make a link available to your users, who can use it to request employee membership in your Tekla Online organization. The users must make the request and you must approve the requests.
On their Tekla Online user profile page, users can search for and request to join organizations as employees. Logged in users can access the profile page by clicking their name displayed at the top on any Tekla web page that allows users to log in. The organizations that users can see are limited based on the domain name in their email address. Users are added to your organization when you approve the request.

Log in to the Tekla Online Admin Tool and switch to the Employees or External license users tab.
If you want to join users by adding their email addresses:
1. At the top of the table, click Invite users to enter the e-mail addresses, assign licenses, and send the invitations.
2. Add one or more addresses by copy-pasting or by importing from a CSV file.
  - It is not necessary for the users to have a Trimble Identity; new accounts are created based on your invitations if necessary.
  - You can enter several addresses at the same time by separating addresses with a comma, for example: user1@example.com,user2@example.com
3. Choose the Role in organization for all users on this invitation.
  - Users can only be employees in one Tekla Online organization at a time. If a user is already an employee in some other organization, joining your organization removes the user from the other organization.
    
    Administrators are allowed to manage users and licenses. Contract managers are allowed to manage contract renewals.
  - You can add the user as an external license user to just give the user access to a license. Adding a user as an external license user does not change the user's employee or external license user status with any other organizations.
4. Optionally, click Edit assigned licenses to assign licenses already in the invitation.
  - The license seats are reserved when you send the invitations, so that they cannot be accidentally assigned to other users.
  - The license is assigned when the user accepts the invitation.
  - The license reservation ends if the email address is not valid, the user rejects the invitation, an administrator in your company cancels the invitation before the user accepts it, or the invitation expires.
Trimble's system sends an e-mail to the invited users. Each user must accept the invitation within one week (if the invitation expires, a new invitation must be sent). The user can accept the invitation by clicking an e-mail link or in their Tekla Online profile. If a new account is created for a user, the user must fill in the mandatory profile information before proceeding.
If you want users to join through a static link, click the link in Copy a link to request invitation here.
- The link can be used by multiple people and it does not expire. You can for example email the link to multiple users or place it on your intranet.
- By following this link, users can only request to join your organization. You must approve the requests on the Requests and Invitations tab in Tekla Online Admin Tool.
- It is not possible to pre-assign licenses or roles to users when you use this method.
If your users make requests to join from their user profile, you must approve the requests on the Requests and Invitations tab in Tekla Online Admin Tool.
Check in the Tekla Online Admin Tool to see invited users have joined your organization before the invitations expire. When users accept the invitations:
- The user account appears on the user list.
- If you added the user as an employee, your company's access to additional content and services is extended to the user.
- If you assigned a role or licenses to the user in the invitation, the user can immediately use it. Reserved licenses change status to assigned. If the license has limited assignments, one assignment is reduced from the remaining assignments count.
If the user did not join by invitation or the invitation did not include any licenses, an administrator must assign the necessary licenses and roles after the user is added to the organization.

Resend an expired invitation

If the invited user does not accept the invitation within a week, the invitation link stops working. To be able to join the organization, the user must receive a new link.

Log in to the Tekla Online Admin Tool and switch to the Requests and invitations tab.
Invitation statuses are:
- New: invitation is valid; the user has taken no action yet.
- Rejected: the user rejected the invitation.
- Expired: the user did not accept the invitation within one week.
- When the user accepts the invitation, it is removed from this list.
Find the expired invitation for the user and click Resend.
A new invitation e-mail is sent to the user with a new link that is valid for one week.
Note: The previously expired link still does not work. The user must click the new link.

Remove users from your Tekla Online organization

Note:

Log in to the Tekla Online Admin Tool and switch to the Employees tab.
Click the user account you want to remove.

Additional information and options are shown on the user's row.
Click Remove from organization to remove the user from your organization.

The user is taken off your list, can no longer use your Tekla Online licenses and is no longer covered by your organization's maintenance.

If the user was listed as an external license user and the account has been used with Tekla Model Sharing, the account continues to have access to your shared models in the cloud. If you wish to prevent the user from accessing your shared models, you must remove the access in Tekla Model Sharing Management Console.

Add or remove Tekla Online administrator rights

Administrator rights allow a user to manage other users in the Tekla Online Admin Tool.

In addition to administrators, your organization can also have contract managers. Contract managers can process pending contract renewals in the Tekla Online Admin Tool. See Manage renewals in Tekla Online. Administrators can view all past and pending renewals, but cannot process them.

Add the users to the Employees group as explained above.
Activate or deactivate administrator status by selecting or deselecting the checkbox on the user's row.