Manage user accounts for Tekla products

The first user is invited to your Tekla 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 Tekla licenses and 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 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 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 service 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 organization by adding their email addresses

You can invite users to your Tekla 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 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 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 additional rights to the users included in this invitation, select one or more of these roles:
- Administrator: The users are allowed to manage users and licenses in the Tekla Online Admin Tool, and manage the organization's shared models using the Management Console for Tekla Model Sharing.
- Tekla Warehouse Content Editor: The users are allowed to create, edit, and delete the organization's content in Tekla Warehouse.
  For more information, see About the Tekla Warehouse Content Editor role.
- Tekla Model Sharing Admin: The users are allowed to manage the organization's shared models using the Management Console for Tekla Model Sharing.
You can assign these roles to 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 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 organization through a static link

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

Using a static link to invite users to your Tekla 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, by office location, 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 filter by office location, select the office location tag from the list. For more information about office location tags, see the headings Create, edit, or delete office location tags, Add office location tags to users, and Remove office location tags from users on this page.
4	To show only external license users, select the check box.
5	To show only employees, select the check box.
6	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 organization

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

Users might be able to continue using your company's Tekla licenses and 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 administrator rights

Administrator rights allow a user to manage other users and licenses in the Tekla Online Admin Tool. You can give this role to both employees and external license users.

Any number of users in your Tekla 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 organization, you must invite the users before you can add 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.

Add or remove Tekla Warehouse Content Editor rights

Users who have the Tekla Warehouse Content Editor role can create, edit, and delete the organization's Tekla Warehouse content. You can give this role to both employees and external license users.

For more information, see About the Tekla Warehouse Content Editor role.

You can add or remove Tekla Warehouse Content Editor rights for several existing users at the same time. If the users do not yet belong to your Tekla organization, you must invite the users before you can add Tekla Warehouse Content Editor 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 Tekla Warehouse Content Editor rights in one of these ways:
- For one user, select or deselect the Tekla Warehouse Content Editor check box.
- For several users, click Tekla Warehouse Content Editor, then select Assign to selected users or Remove from selected users.

Add or remove Tekla Model Sharing Admin rights

Users who have the Tekla Model Sharing Admin role can manage the organization's shared models using the Management Console for Tekla Model Sharing. You can give this role to both employees and external license users.

For example, to allow users from another organization to manage your shared models, you can add the users as external license users and assign this role to them.

You can add or remove Tekla Model Sharing Admin rights for several existing users at the same time. If the users do not yet belong to your Tekla organization as employees or external license users, you must invite the users before you can add Tekla Model Sharing Admin 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 Tekla Warehouse Content Editor rights in one of these ways:
- For one user, select or deselect the Tekla Model Sharing Admin check box.
- For several users, click Tekla Model Sharing Admin, then select Assign to selected users or Remove from selected users.

Create, edit, or delete office location tags

Office locations are tags that you can assign to users to group them by the location where they work. You can use office location tags to filter the users table on the Users page.

When you export information about users or statistics about license usage, the exported files also include the office location tags that are assigned to each user.

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 Office location settings in the right pane, click the Edit office locations icon.
The Edit office locations dialog opens.

Create, edit, or delete office location tags.


To	Do this
Create a new office location tag	In the Add office location box, enter the name of the office location. Click Add.
Change the name an office location tag	Click the Edit icon next to the office location that you want to edit. Enter the new name of the office location in the Office location name box. Click Update. The name of the office location is automatically updated for all users who have the office location tag assigned to them.
Delete an office location tag	Click the Delete icon next to the office location that you want to delete. The office location is permanently deleted and automatically removed from all users who have the office location tag assigned to them.

To close the dialog, click Close.

If you created new office location tags, continue by adding the office location tags to users.

Add office location tags to 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 Office location settings in the right pane, select an office location from the list.

If you selected several users, the list only shows office locations that are not assigned to any of the selected users.

The office location tag is added to the selected users. You can add one office location tag at time to users. To add another office location tag, select another office location from the list.

Remove office location tags from 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 Office location settings in the right pane, remove the office location tag in one of these ways:
- For one user, click the X next to the office location that you want to remove.
- For several users, click the three dots next to the office location that you want to remove, then select Remove from selected users.

Export information about users

You can export information about the users in your organization as a semicolon-separated value 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.

If you have assigned office location tags to users, the exported file includes the office location tags that are assigned to each user.

Sign in to the Tekla Online Admin Tool.
Go to the Users page.
To include only some users in the export, filter the users table.

For more information, see the heading Filter and sort the users table on this page.
Above the users table, click Export.

The data is exported to a file in the default download folder for your web browser.