Managing Workspace Users

Overview

Workspace administrators can manage who has access to the current workspace. Existing subscription users can be added, new users can be invited, access can be changed, and users can be deleted from the workspace.

The same user-management experience is available from xpna Web and the xpna Excel add-in task pane. All changes apply to the workspace that is selected when the page or dialog is opened.

Note:

Workspace administrator permissions are required to manage workspace users.

Accessing user management

From xpna Web

• The required workspace is selected.
• Settings is opened from the navigation menu.
• Users & Groups is selected.

From the xpna Excel add-in

• The xpna task pane is opened in Excel.
• Workspace Management is selected from the task pane menu.
• The required workspace is selected.
• Permissions is selected.

The Manage Workspace Permissions dialog is then opened. User-management actions are available in the Users section.

Reviewing workspace users

The user list shows each user's name, email address, administrator status, and enabled status. If Power BI is enabled for the workspace, Power BI access is also shown.

• The search field can be used to find a user by name or email address.
• The Admin setting controls whether workspace administrator permissions are granted.
• The Enabled setting controls whether the user can access the workspace.
• User changes are saved automatically.

The signed-in administrator's own administrator or enabled status cannot be changed from this list.

Adding or inviting a user

The Invite or add a user to this workspace action (plus) is used to grant workspace access.

• An existing subscription user can be selected when that option is available.
• A new user can be invited by entering an email address and, optionally, a first and last name.
• The invitation is submitted by selecting the available Invite action.

After a user or invitation appears in the list, the Admin setting can be enabled if workspace administrator access is required. Users without administrator access can use the standard xpna features available to them but cannot manage the workspace.

When a new user is invited:

• An invitation email is sent with details of the workspace and the administrator who sent the invitation.
• The subscription user count is not updated until the invitation is accepted.

Note:

Depending on the subscription's user allocation, an accepted invitation could require an additional user subscription. If this occurs, the administrator is notified during the invitation process and the subscription is updated automatically.

Refer to xpna pricing for information about additional users.

Managing pending invitations

Pending invitations are shown in the user list until they are accepted or cancelled.

• Resend invitation to workspace can be used to send the invitation again.
• Cancel invitation to workspace can be used to withdraw the invitation.
• Enabled status cannot be changed until the invitation has been accepted.

Disabling a user

Access can be suspended without deleting the workspace membership by turning off the user's Enabled setting. The user remains in the workspace user list and can be enabled again later.

When a user is disabled:

• Access to the current workspace is removed.
• If access is not held through another workspace in the same subscription:
  • The user is disabled across the subscription.
  • The subscription user count is reduced.

Deleting a user

Other users can be deleted from the current workspace. The signed-in administrator's own workspace membership cannot be deleted.

To delete a user:

• The Remove user from workspace action (trash can) is selected for the user.
• The user details are reviewed in the Remove User confirmation dialog.
• OK is selected to confirm the removal.

When a user is deleted:

• Access to the current workspace is removed.
• The user is removed from the workspace user list immediately.
• If access is not held through another workspace in the same subscription:
  • The user is disabled across the subscription.
  • The subscription user count is reduced.

Deleted users are not shown in the workspace user list. If access is required again, the user can be added back by using the Invite or add a user to this workspace action and selecting the existing subscription user.