Manage user accounts for Tekla products

The first user is invited to your Tekla Online organization group by a Trimble representative and given administrator rights. That person can then add other users and administrators as necessary.

You can add users as employees or external license users. Employees belong to your organization, and have full access to your licenses and Tekla Online services. External license users have access to your licenses, but do not belong to your organization.

Note:

A user can only be an employee in one Tekla Online organization at a time. If a user is already an employee in another organization, joining your organization removes the user from the other organization.

After you add users to your organization, user action is required. Instruct your users on how they can create their accounts and join the organization.

There are several ways to add users to your organization:

You can invite users by adding their email addresses. The users must click a link in an invitation email to accept the invitation. Optionally, you can assign licenses to the users in the invitation so that they can start working immediately after accepting the invitation.
You can give a static link to your users, who can use it to request to join your organization as employees. The users must make the request and you must approve the requests.
On their Tekla Online Profile page, users can search for their organization and request to join it as employees.

Users who have signed in can access their profile page by clicking their name at the top of any Tekla Online webpage. 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.

If your users make requests to join your organization from their user profile, you must approve the requests in the Tekla Online Admin Tool.

Invite users to your Tekla Online organization by adding their email addresses

You can invite users to your Tekla Online organization by adding their email addresses. The users receive an invitation email and must accept the invitation.

Sign in to the Tekla Online Admin Tool.
Go to the Users page
Above the users table, click Invite users.
Add one or more email addresses.

You can copy and paste email addresses or import them from a CSV file. To enter several addresses, separate the addresses with a comma.

Example: user1@example.com,user2@example.com

It is not necessary for the users to have a Trimble Identity before you invite them. Users are prompted to create a Trimble Identity if they do not already have one.
In the Role in organization section, select whether the users included in this invitation are employees or external license users.
- Employee: The users are employees who belong to the organization.
  A user can only be an employee in one Tekla Online organization at a time. If a user is already an employee in another organization, joining your organization removes the user from the other organization.
  
  If you want to give a user from a different organization access to licenses in your organization, add the user as an external license user instead.
- External license user: The users have access to licenses in the organization, but do not belong to the organization.
  A user can be an external license user in several Tekla Online organizations at the same time. Adding a user as an external license user does not change the user's employee or external license user status in any other organizations.
If you want to give administrator rights to the users, select Administrator.

Administrator rights allow a user to manage other users and licenses in the Tekla Online Admin Tool. Users who have administrator rights can also manage the organization's shared models using the Management Console for Tekla Model Sharing.

You can give administrator rights to both employees and external license users.
If you want to assign licenses in advance, click Edit assigned licenses, then select the licenses.
- Some licenses might be selected for all users by default. Deselect the check boxes for any licenses that you do not want to assign to the users.
- The license seats are reserved when you send the invitations so that they cannot be unintentionally assigned to other users.
  
  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.
  - The invitation expires.
- The license is assigned when the user accepts the invitation.
Click Invite.

Trimble's system sends an invitation email 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 the link in the email or in their Tekla Online Profile page. If a new account is created for a user, the user must fill in the mandatory profile information.
In the Tekla Online Admin Tool, ensure that the invited users have joined your organization before the invitations expire.
When users accept the invitations:
- The user account appears in the user list.
- The user gets access to your company's additional content and services if you added the user as an employee.
- The user can immediately use any licenses or roles that you assigned in the invitation. The status of reserved licenses changes to assigned. If the license has limited assignments, one assignment is deducted from the remaining count of assignments.
If you did not assign licenses in advance, assign the necessary licenses and roles after the user is added to the organization.

Invite users to your Tekla Online organization through a static link

You can use a static link to invite users to your Tekla Online organization. Any number of people can use the link, and it does not expire.

Using a static link to invite users to your Tekla Online organization has the following limitations:

Users who use the link can only request to join your organization. You must approve the requests in Tekla Online Admin Tool.
You cannot use a static link to assign licenses or roles to users in advance.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
Above the users table, click the Copy a link to request invitation here link.
Give the link to your users.

For example, you can send the link in email or publish it on your company's intranet.
On the Requests and invitations page in Tekla Online Admin Tool, approve the requests.
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 expires. To be able to join the organization, the user must receive a new invitation.

Sign in to the Tekla Online Admin Tool.
Go to the Requests and invitations page.
Invitation statuses are:
- New: the user has taken no action yet. The invitation is still valid.
- 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 the table on the Requests and invitations page.
On the row for the expired invitation, click the three dots, then select Resend.

A new invitation email is sent to the user with a new link that is valid for one week.

Note: The user must click the new link in the new invitation email to accept the invitation. The user cannot use the expired link.

Filter and sort the users table

You can filter the users table by name or email address, by role, and by whether the user is an external license user. You can also sort the table by any column heading.


	Description
1	To filter by name or email address, type part of the name or email address.
2	To filter by role, select the role from the list. For example, when you select Administrator, only users who have administrator rights are shown.
3	To show only external license users, select the check box.
4	To show only employees, select the check box.
5	To sort by a column heading, click the column heading. By default, columns are sorted in ascending order. To reverse the sorting order, click the arrow.

Remove a user from your Tekla Online organization

When users leave your company, remove them from your Tekla Online organization.

Users might be able to continue using your company's licenses and associated Tekla Online services until you remove their account from the organization.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.

Tip: To find users who have not been active recently, sort the users table by the Last active column in descending order.
In the users table, select the check box for the user account that you want to remove.

Additional information and options for the user are shown in the right pane.
In the right pane, click Remove from organization.

The user is removed from your organization's list, can no longer use your licenses, and is no longer covered by your organization's maintenance.

Add or remove Tekla Online administrator rights

Administrator rights allow a user to manage other users and licenses in the Tekla Online Admin Tool. Users who have administrator rights can also manage the organization's shared models using the Management Console for Tekla Model Sharing.

Any number of users in your Tekla Online organization can be administrators. You can give administrator rights to both employees and external license users. If a user is an employee in one organization and an external license user in other organizations, the same user can be an administrator in more than one organization.

You can add or remove administrator rights for several existing users in your organization at the same time. If the users do not yet belong to your Tekla Online organization, you must invite the users before you can add Tekla Online administrator rights for the users.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
In the users table, select the check boxes for one or more users.

Additional information and options for the users are shown in the right pane.
In the right pane, add or remove administrator rights in one of these ways:
- For one user, select or deselect the Administrator check box.
- For several users, click Administrator, then select Assign to selected users or Remove from selected users.

Export information about users

You can export information about the users in your organization as a comma-separated value (CSV) file. Exporting the data allows you to import it into another application, such as Microsoft Excel, to view and process it outside of the Tekla Online Admin Tool.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
Above the users table, click Export.

The data is exported as a CSV file and saved in the default download folder for your web browser.