Controlling access and permissions

As an admin, you can set certain preferences and control who can invite new users or create spaces and access artifacts within spaces. To prevent unwanted changes, you can lock this page with a password.

Locking your account

You can protect your account by locking it and setting an account security password.

Do the following steps to lock your account:

Open the Admin page, and go to the Settings > Account information tab.
In Lock and prevent changes of the account, click Lock.
Enter a security password for your account, which will be required to update any of the account settings. Make sure you store this password securely.
Click Lock to confirm.

Customizing user permissions and visible features

You can assign permissions by license type, user group, or individual user, and change settings with Blueworks Live customization features.

You can determine which admin, if there are multiple admins in your account, can accept the Blueworks Live service agreement. By default, the service agreement acceptance is set to all admins. To set a specific admin for acceptance, click All Admins.

At the space level, you can determine whether admins are automatically granted all of the permissions in a space, who can copy spaces to other accounts, or who can create, move, and archive spaces. By default, the person who creates the space has Manage and Edit permission for the space. For more information about permissions, see Spaces.

To fine-tune user access, set permissions, and enable specific features, go to the Settings > Customization tab where you can change the following details:

Option	Description	Setting location
Who can invite new users	Specify which users (editors and admins, or just admins) can invite new users. Restricting this group adds or removes the Invite new users button in the user interface footer.	Preferences section
Enable chat messaging	Specify whether or not to enable the chat messaging feature, so that users can send internal links to other users or chat about the process they are both viewing.
Display the Blueworks Live blog	Specify whether to display the Blueworks Live blog, which contains tips and release updates.
Allow posting to activity streams	Specify whether users can create new posts at the account level (on the Community page) and the space level (in a space).
Enable AI features	Enable AI features to allow users to use the AI-powered features within Blueworks Live and to interact with the Blueworks Live IQ assistant chatbot. This is a preview feature. Note: If Blueworks Live IQ is deployed to your account and you want Editors to be able to use it, you must enable the AI features.
Show all comments	Choose whether comments are shown to all users by default, and specify whether comments are shown to Viewers with the Show all comments to Viewers option.	Library section
Admins have full permissions across all spaces, user groups, glossary and work	Determine whether admins are automatically given full permissions in all spaces, user groups and the glossary.
Who can create, move, and archive spaces	Choose which user types (editors and contributors, editors and admins, just admins, or just editors) have permission to create, move, and archive spaces. To also give the same permissions to space managers for subspaces, enable the Allow space managers to create, move, and archive subspaces option.
Who can copy spaces to other Blueworks Live accounts	Choose which user types can copy spaces to other Blueworks Live accounts. Users who copy a space to another account must also have permission to create, move, archive, and copy spaces in the destination account.
Show unpublished artifacts to Contributors and Editors	Choose whether contributors and editors in a space can see both published and unpublished artifacts in that space.
Enable warnings for non-preferred values	Enable warnings for non-preferred values for Glossary managers. For more information, see Warning about adding non-preferred terms to the glossary.
Select action when restoring a user	Set the action to be taken when you restore a user from archived status to active status.
Enable training feature	Specify whether or not to show onboarding material within your account, including the Blueworks Live and individual training spaces, and video tutorials. If this option is enabled, you can also specify the name of the Blueworks Live training space for the account, and whether or not to automatically display the getting started tutorial to new Editors who join the account.	Training section
Color legends	Define a color legend that is in line with your organization's branding for process diagrams across the account.	Color legends section