Manage users

  • Updated

You can manage users from two different locations in the Opti ID Admin Center. Both locations let you invite users, view user details, remove or add access, and delete users.

  • Product Access page – Lists the products you have permission to manage. Click a product to view the instances and the users for those instances. Clicking a specific instance lets you inspect that instance's users and details. This page provides a filtered view of users when you select a specific product or instance.
  • Users page – Displays users depending on your Opti ID Admin Center role. Currently, you must have the Super Admin role to access this page as it displays users in your entire organization.

The instructions in this article describe how to manage users from the Users page, but you can do the same thing by going to Product Access, selecting a product instance, and going to the Users tab.

The Users page provides an organizational-level view of users. The Product Access page provides a filtered view of users depending on the product, instance, and project (for Experimentation) you have in context.

Invite users

  1. Go to Users.
  2. Click Invite User. The Invite User panel displays.
  3. Complete the following settings:
    • Email – Enter the user's email address. If you select an existing email address, the first and last names auto-populate. To restrict invitations to specific email domains or user email addresses, see Invitation allowlist.
    • First Name – Enter the user's first name.
    • Last Name – Enter the user's last name.
    • Require Acceptance – Select this checkbox to send the user a welcome email and activation email. Clear this checkbox to only send the user an activation email. This checkbox does not display for organizations that have configured single sign-on (SSO) with Opti ID. It is only available for local login organizations.
      • If you require acceptance, the user must click Get Started in the welcome email and then click Accept Invitation to trigger the Okta-generated activation email. In the activation email, the user must click Activate Optimizely Account to create a password and log into Opti ID.
      • If you do not require acceptance, the user only receives the Okta-generated activation email, where they must click Activate Optimizely Account to create a password and log into Opti ID. This is the only option for SSO-enabled organizations.
    • Access – Add access to individual products using roles, or add the user to an existing group. You can continue clicking Add Product Access and Add Group Access to configure access for multiple products and groups.
      • Add Product Access – Use this option to assign a specific role at the product and instance level.
      • Add Group Access  – This option only displays if you are a Super Admin. Use this option if you already have groups configured to give the user your desired level of access. Select from a list of available groups to which this user should belong, click the checkmark icon (Save), and then click Add Access to add the group to the user profile. All users are added to the Everyone group. You can later add the user to a new group after you create it.
  4. (Optional) Select Invite another to send another user invitation with the same role and group permissions after you click Send for this one. If you select Invite another, enter the email and name of the next user, adjust the invitation settings as desired, and then click Send again.
  5. Click Send. The user receives one or two emails depending on whether you selected to require acceptance. Ensure they follow the prompts in the email to activate their account.

View user invitations

You can view your organization's user invitations and their statuses on the Invitations tab of the Users page.

For expired or pending invitations, click More (...) to resend or revoke the invitation. Once Accepted or Revoked, you cannot do anything with the invitation. Revoking does not remove the invitation from the list.

Invitation allowlist

An invitation allowlist lets you control which users you can invite to your organization by restricting invitation eligibility to specific email domains or user email addresses.

To create an invitation allowlist, contact Optimizely Support with the list of email domains or user email addresses that you want to be eligible for invitations to your Opti ID organization.

When Optimizely Support creates your invitation allowlist, you can only send Opti ID invitations to email domains or user email addresses in your allowlist.

View user details and edit access

  1. Go to Users.
  2. Click the user's name or click More (...) > View Details. The user details panel displays.
  3. Expand the product for which you want to adjust the user's access and click Edit.
  4. Adjust the product and group access as desired. You can:
    • Expand the Role drop-down list and select a different role.
    • Delete a role or group from the user. This only removes the role or group from the user and does not affect the role or group for the rest of the organization.
    • Add new product or group access.
  5. Click Save.

In the user details view, you can also resend the activation email depending on the user's activation status.

Remove or delete users

Removing a user functions differently depending on the location you perform the action.

Remove user from the Product Access page

Removing a user from the Product Access page only removes the user's access from the current context.

If you select a product and go to the Users tab, the user's access is removed from all instances within that product. In the following image, the user's access would be removed from both the Optimizely Content Marketing Platform - CMP - e29e and Optimizely Content Marketing Platform - CMP 2 - bd24 instances of the Optimizely Content Marketing Platform product.

If you select a product, then an instance, and then go to the Users tab, the user's access is removed from only that instance of the product. In the following image, the user's access would be removed from only the Optimizely Content Marketing Platform - CMP - e29e instance of the Optimizely Content Marketing Platform product.

Remove user from the Users page

Removing a user from the Users page removes the user's access from all products and instances in your organization.

  1. Go to Users.
  2. Click More (...) for the user that you want to remove or delete, and select one of the following:
    • Remove access – Removes all customized access for the user, leaving them only in the Everyone group, which is an automatically generated group for all users in your organization. You must have the Super Admin role to reassign access.
    • Delete user – Completely removes the user from your organization so they can no longer access Optimizely. You must reinvite the user to add them back to Opti ID and give them access to your other Optimizely products.
      You must have the Super Admin role and access the user in their home organization to see the Delete user option.