Users

Create a User

1. Open Users

2. Press + (Create)

3. Add the required user credentials.

You can disable the immediate invitation of the user with the checkbox at the bottom. By default, newly created users get an invitation email.

When disabling immediate invitation users must be invited afterward manually with the invite button.

After the Creation of a User

1. Picturepark sends an invitation to the email when the immediate invitation is enabled.

2. Picturepark opens the details to assign a role. Without a role assigned the user cannot access any content, but only access his own profile. 

Search and Find Users

Update and Assign User Roles

The most common case is to assign a role for one user to access the content in Picturepark. 

1. Open the User Browser

2. Find your user by filtering for invited

3. Open the Details

4. Assign a Role

You can also batch assign user roles to multiple users. 

1. Open the User Browser

2. Find your user by filtering for invited or search for something. 

3. Select batch operation "Assign roles" 

   1. You see the number of users affected in the upper text of the window. 

4. The dialog shows the user roles in Picturepark. 

   1. You can choose whether you want to Add (default action), remove or overwrite (set) user roles. 

   2. Select the roles

   3. Save

*remove only removes the role if the role is assigned.

Update and Assign an Identity Provider

Users in Picturepark will have the Picturepark IDS as the default identity provider configured. You must change the Identity Provider after setting up federated authentication.  

1. Open the User Browser

2. Find the user via search or filter criteria

3. Open the Details

4. Edit

5. Update Identity Provider

6. Save

There is currently no batch operation in the UI for updating the Identity Provider. Therefore you can use Postman and update via API:  

1. Search Users: https://demo.picturepark.com/Docs/Rest/index.html#operation/User_Search

2. Update Identity Provider for provided user IDs https://demo.picturepark.com/Docs/Rest/index.html#operation/User_UpdateIdentityProviderMany

Update Single User

1. Open Users

2. Open Details of one User

3. Update

4. Save

You can only update user details for users that are not authenticated via a 3rd party identity provider, e.g. users in Picturepark, not users that are linked to the company active directory. For these users (federated users) you have to change the Identity Provider first.

Update Multiple Users

The user management offers batch operations in the toolbar. When you open the user management from the main menu via Access > Users, you can:

• Assign roles to all users, 

• invite users to your Picturepark (sign-in), 

• lock all of them, or 

• delete them from the system. 

The numbers next to the action show the number of users affected by this operation, e.g. assign roles for 5 users, invite 4 from 5 users, etc.

This enables fast and easy user management in Picturepark, in addition to working with filters and search, for use cases such as: 

• Select the Lifecycle filter “Invited” to find all invited users and re-invite them if they haven’t followed your first request already.  

• Select a user role “supplier A”, which you terminated and lock all users of that role. 

• Select all locked users of “supplier B” which you partnered up again and unlock them. 

• Select all users of your default role e.g. “Reader” and assign the corresponding editor role to them. 

• Select inactive users and reactivate them. 

Batch operations are limited to 1000 users per batch. 

Update Email and Password

Picturepark uses the Identity Server to house all user accounts. This means that your same email can be used to connect to multiple Picturepark instances. Simply log in with the same email address and password and your account will be created in the new instance. An Administrator for that instance will need to review it of course.

 To change Email and Password

1. Open the user profile from the main menu

2. Choose reset password

   1. Change your password

3. Switch to “Manage your account”

   1. Change your email

Picturepark stores all passwords encrypted using the sha256 algorithm.

Update Gravatar

To update the gravatar open https://en.gravatar.com (if you don't have one already). This is used as a gravatar in Picturepark for the user. If you do not already have an account on https://en.gravatar.com you will need to click on sign up on the gravatar site and either log in with google or create a WordPress account. There is currently no other way to change the profile picture. Please do not use Gravatars with transparency. These will display the default icon behind them in the current version of Picturepark.

Lock a User

If you lock an account the user receives an email notifying her of this. An email will also be sent once you unlock the account.

Delete a User

A Picturepark user can be deleted. To delete a user from a Picturepark open the Main Menu / Users. You can delete a user by selecting the user and using the remove icon () or you can right-click on the user and select the icon in the context menu or in the user detail view.

A deleted user will not be notified that they have been deleted and their identity server account will not be affected.

On the deletion of one or multiple users who hold ownership in Picturepark you will be asked to select another user that will then take over ownership of their items. Those users that are deleted that do not own anything in Picturepark are shown at the bottom of the list in the Delete Users window or deleted automatically if all the users that are being deleted have no ownership. It is also possible to select one user as the new owner to replace all of the owners that are being deleted. Only users that have more or the same amount of the following user role permissions as the deleted user will appear in the dropdown for selection. Please note deleted users will not appear in the list, however those under review or locked will:

• manage content

• manage shares

• manage schemas

• manage permission set

• manage roles

Multiple users can be deleted at a time in the Users menu. Simply select the users you wish to delete and then click on the trash icon. 

Reactivating Users

A deleted user can be reactivated in Picturepark by going to Main Menu / Users and clicking on the reactivate icon. Multiple users can also be reactivated at once by selecting these in the User management and hitting the reactivate icon.

A deleted user can be reactivated within 30 days (Standard can be configured per customer).

Requesting Deletion of a single Picturepark Account

A user can also delete themselves. If they choose to do so they will be asked to confirm that they wish to delete their account and then they will receive an information window to let them know that their account has been deleted and they will be logged out. No emails are sent if a user deletes themselves. If they try to log in to a Picturepark with a deleted user they will receive a notification after login that their account is inactive. Note deleting their Picturepark account does not delete their identity server account. Currently, users can delete themselves regardless of whether or not they have user role permissions to manage users.

If the user requests deletion the account will be in the authorization state User triggered deletion, their account will be locked and all users in the Picturepark that have a role that has the Manage Users rights of that Picturepark will receive an email that the user has requested deletion. 

After the request you can: 

1. Delete the user's account. This will only delete the account from the Picturepark where the account deletion was requested. This does not delete the User's Identity Server account as the user may want to stay as a user in another Picturepark where this account is used.

2. Cancel the deletion request: this will reactivate the user and send them an email saying their account has been unlocked.

Requesting Deletion of an Identity Server Account

A user can also request the deletion of his Identity Server account which may have been added to multiple Pictureparks on the same platform. To do so please contact our support.

Required User Information

Each Account includes a fixed set of fields to hold user information:

• First Name *

• Last Name *

• Email *

• Language *

• Telephone

• Company

• Department

• Address

• Country

• Alternative Address

• City

• Zip

Fields that are required are marked by an asterisk (*).

Named Accounts

Picturepark accounts are named, meaning that each account should be created for and used by only one individual.

The benefits of named accounts include

• Users can share content from their email addresses, own content, and collaborate with others.

• Personalization features improve the user experience of named users.

• System logs and statistics can accurately identify which user did what at what time. Picturepark can provide reporting on request. 

Please note that sharing named user accounts among different individuals might result in falsified identities, identity theft, and erroneous behaviors of Picturepark, and is excluded from all and any warranties. Sharing so-called "core users" among different individuals is also prohibited by our agreements or subject to specific requirements if an API-integration uses a named user. Please review our subscription plans and license agreements.

Licensing Considerations

There are two user license types in Picturepark:

• Regular User

• Core User

"Regular User" licensing refers to an Account's ability to access and contribute content. "Core User" licensing refers to an Account's ability to also edit content and administer the system. These terms apply only to licensing, which is not necessarily equal to Picturepark permissions.

Picturepark permits unlimited "Regular User" Accounts, meaning there is no license-imposed limit on the number of users or external systems that may connect at any one time.

"Regular User" access works for users and systems that need to find, access, or contribute content, but not edit content or manage the system. You can create as many Accounts for this purpose as you need, with no effect on your license cost requirements. (Note that we charge traffic from "Regular User" Accounts against your traffic quota.)

Users and external systems that must be able to edit content or manage the system must have Roles assigned that grant them the permissions required for those purposes. Once attached to such a Role, the account uses one of the system's available "Core User" licenses.

An Account never uses more than one "Core User" license, no matter how many editor Roles it is assigned. However, if the same account connects more than one Picturepark session at a time, it consumes one "Core User" license for each session.

There is no Account setting that defines the account to be a "Regular User" or "Core User." This is based solely on assigned Roles, so take care when assigning Roles that you don't inadvertently assign users to "Core User" Roles who do not require that level of access.

Limitations

• A Picturepark Account is always in one of several states. The current state of an Account is shown in the Account Manager view.

• User information is stored on secured Picturepark servers. Picturepark (the company) complies with the General Data Protection Regulation (GDPR) of the EU and other data privacy regulations but solely acts as a data processor.

• The privacy policy and other terms defined on login, signup and in the help menu of your Picturepark define how your personal data will be used as defined by the data controller.

• It is not possible to change user fields or field requirements in this release of Picturepark.

• There is no way to "reject" a user's sign up request.

• A user will not receive an email should their account be deleted, but if you lock them. 

• The content and format of automated emails that are sent to users can be edited in templates. Be aware that you must check customized templates after each release. 

• Automated emails come from a "no-reply" email address (Customer Settings) that can be configured in the Cloud Manager by Picturepark Staff.

• There is currently no clean up of accounts on the identity server that have been open longer than a certain time period without being confirmed.

• The following attributes exists in the search: 

  • ✔isLocked:false

  • ✔isSupportUser:false

  The following attributes do not exist in the search:

  • ❌isReadOnly:false

  • ❌isFederated:true

  • ❌isDeleted:true