How to manage users and groups

Prerequisites

• Admin access to your Uwazi instance
• A working email setup on your instance, since new accounts and password resets rely on email

Steps

Uwazi keeps user and group management on one screen. Go to Settings, then Users & Groups. The screen has two tabs: Users and Groups. Each tab lists its records in a table you can sort. Select a row's Edit button to open its side panel, or use the footer buttons to act on the rows you select.

Sensitive actions ask you to confirm with your own password. Type your current password in the confirmation box, then select Accept. A wrong password stops the action.

Each section below stands on its own. Go to the task you need.

Add a user

1. Go to the Users tab and select Add user. The New user side panel opens.
2. In the General Information card, type a Username and an Email. The username can't contain spaces, and both must be unique.
3. Select a User Role. New users start as Collaborator. Select the ? button to compare what each role can do.
4. To add the person to groups, pick them from the Groups list.
5. Leave the Password field blank. Uwazi emails the new user a link to set their own password.
6. Select Save, type your password to confirm, then select Accept.

The welcome email goes out right away. The set-password link works once and expires after 24 hours.

Edit a user or change a role

1. On the Users tab, select Edit on the user's row. The Edit user side panel opens.
2. Change the username, email, role, or group membership.
3. Select Save, type your password to confirm, then select Accept.

You can't change your own role. Uwazi blocks it.

Reset a user's password

You can reset one user from their panel, or several at once from the table.

1. To reset one user, open their Edit panel and select Reset Password in the Security card.
2. To reset several, tick their rows on the Users tab and select Reset Password in the footer.

Uwazi emails each user a link to set a new password. This action doesn't ask for your own password.

Reset two-factor authentication

Use this when someone loses access to their authenticator app.

1. Open the user's Edit panel.
2. In the Security card, select Reset 2FA. To reset several users, tick their rows and select Reset 2FA in the footer.
3. Type your password to confirm, then select Accept.

This turns two-factor authentication off and clears the user's stored secret. The user can set it up again from scratch.

Unlock a locked account

After six failed sign-in attempts, Uwazi locks the account. A locked account shows a red username and a lock icon on the Users tab.

1. Select Edit on the locked user's row.
2. In the Security card, select Unlock account. This button appears only on locked accounts.
3. Type your password to confirm, then select Accept.

The user can also unlock the account themselves through the link in the lockout email.

Delete a user

1. On the Users tab, tick one or more user rows.
2. Select Delete in the footer.
3. Check the list of usernames, type your password to confirm, then select Accept.

You can't delete yourself or the last remaining user. Uwazi blocks both.

Create or edit a group

1. Go to the Groups tab. Select Add group, or select Edit on a group's row.
2. In the Group Options card, type a Name. Each group name must be unique.
3. Pick the group's Members from the list of users.
4. Select Save. Groups don't need a password to confirm.

Delete a group

warning

Deleting a group doesn't remove it from entities shared with it. Those entities keep a dead reference that no longer grants anyone access.

1. Go to the Groups tab and tick one or more group rows.
2. Select Delete, then confirm.
3. Re-share any affected entities with another group or with individual users.

When Uwazi asks for your password

Some actions need you to re-enter your own password, and some don't. This table shows which:

Action	Asks for your password
Add or edit a user	Yes
Delete a user	Yes
Reset two-factor authentication	Yes
Unlock an account	Yes
Reset a password	No
Add, edit, or delete a group	No

Result

You've created, updated, or removed the users and groups your team needs, and handled account security along the way.

tip

Once you've added several users, create groups that match how your team works. Sharing entities with a group is faster than sharing with each person.

See also

• How to share your content — share entities with the users and groups you create here
• Permissions by role — what each role can and can't do
• How permissions and sharing work — the model behind roles, groups, and access