Add a New User (Enterprise plan)

Note: The options available when adding a new user differ between the Growth and Enterprise plans.This article covers adding a new user in the Enterprise Plan. For information about adding a new user in the Growth Plan, see Add a New User (Growth Plan).

If more than one person in your organisation works on artwork, set up a user for each person so everyone has their own sign-in, sees only the files and projects you allow, and receives their own workflow tasks.

Note: The number of users you can add depends on the number of licences in your plan. To free a licence, deactivate a user you no longer need — their data is retained. To increase your licence count, contact the ManageArtworks Support Team.

01. Access the Admin Module

1. Sign in to your ManageArtworks account.
2. Navigate to the Admin module.
3. Select Users.

02. Create a New User

1. Select the Add New User button in the upper-right corner.
2. A pop-up form opens and prompts you to enter the following details:
   • Full Name: Enter the user's full name.
     Note: You can enter up to 50 characters, including letters, numbers, spaces, accented characters, and apostrophes — for example, O'Brien or Héloïse.
   • Email Address: Enter a valid email address for the user.
     Note: You must enter an email address that is not already used by another user in your account.
   • Employee ID (Optional): Enter the user's employee ID. 
     Note: You can enter letters, numbers, hyphens (-), and underscores (_). The employee ID must be unique in your account.
   • Type of User: Choose the appropriate security level:
     • Normal: For basic access to view, upload, download, share, and update files.
     • Power: Includes all Normal permissions plus delete rights and eligibility for admin access.
     • Restricted: For limited viewing and sharing permissions, with custom configurations. 
   • Set as Admin (Optional): Select this checkbox to grant administrative privileges. Users with admin rights can access the Admin module and use all administrative features.
     Note: Only Power users can be set as Admins.
   • Authentication Type (Optional): Select this checkbox to enable multifactor authentication (MFA) for the user.
     When enabled, the user must verify their identity using a one-time password (OTP) sent to their registered email address each time they sign in.
     • To learn more about MFA, see Sign in using MFA.

Important – Applies Only To (Restricted Users Only) If Restricted is selected as the user type, the Applies Only To dropdown will appear. This lets you define where the user's access restrictions apply: Workflow: Restrictions apply only to workflows. The user will still have unrestricted access to the Asset Library. Asset Library: Restrictions apply only to the Asset Library. The user will have unrestricted access to workflows. You can select both to fully enforce access limitations across both modules. Example: If you assign an asset type or team to a restricted user and select only Workflow, the user can access only the configured files within workflows—but will have full access to the Asset Library. To enforce consistent restrictions across both areas, select both Workflow and Asset Library.

03. Assign Teams

Important – Applies Only To Restricted Users Type If you're creating a Restricted user, selecting an Asset Type is mandatory. This defines the type of assets the user can access. Select the Teams drop down menu and select desired asset type(s).

1. Select +Add to a Team to associate the user with specific teams and categories.
2. Select a category from the Category drop-down list.
3. Select one or more teams from the Teams drop-down list.

Note: A Restricted user must be assigned to a team, and to only one team. Normal and Power users can be assigned to multiple teams.

04. Finalize and Create

1. Once you've entered all necessary information, select the Create button to add the new user.
   • To view the users associated teams and categories, select the plus icon to expand a user's profile.

Manage User(s)