Controlling access and permissions

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

Locking your account

You can protect your account by locking it and setting an account security password:
  1. Open the Admin page, and go to the Settings > Account information tab.
  2. In Lock and prevent changes of the account, click Lock.
  3. 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.
  4. Click Lock to confirm.

Customizing user permissions and visible features

You can fine-tune user access by setting permissions at the space or artifact level.

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. Other users can be assigned Manage and Edit permission. For more information, see Spaces.

To set or change permissions at the artifact level, in the Library section, you can allow contributors and editor to see published and unpublished version of artifacts within the spaces they participate in.

In the Settings > Customization tab, specify the following details:
Table 1. User access settings
Your goals Where you go to accomplish the goal
  • 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.
  • Enable chat messaging to allow or disallow users to send internal links to other users or chat about the process they are both viewing.
  • Specify whether to display the Blueworks Live blog, which contains tips and release updates.
  • Specify whether users can create new posts at the account level (on the Community page) and the space level (in a space).
  • Enable the Blueworks Live AI assistant to allow users to interact with the AI-powered chatbot. This is a preview feature.
 Preferences section
  • Choose whether comments are shown to all users by default, and specify whether comments are shown to Viewers.
  • Determine whether admins are automatically given full permissions in all spaces, user groups and the glossary.
  • Choose which user types (editors and contributors, editors and admins, just admins, or just editors) have permission to create, move, and archive spaces.
  • Choose which user types can copy spaces to other Blueworks Live accounts
  • Choose whether contributors and editors in a space can see both published and unpublished artifacts in that space.
  • Enable warnings for non-preferred values for Glossary managers. For more information, see Warning about adding non-preferred terms to the glossary.
  • Set the action to be taken when you restore a user from archived status to active status.
  • 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.
 Library section