User Accounts

If you are a Paligo administrator, you have the permission to make global changes. which may affect the cost of licensing.

The administrator can add, edit or remove users. Each user account is connected to a certain user type, that determines the features the user can access, see User Types. For example, a reviewer can access assigned or shared content and provide Feedback in Review View, but they cannot change the content and they do not have access to the full editor in Paligo.

When adding new users, you can either:

Add each user individually
Bulk import a CSV file that contains many user details. With the bulk import, Paligo imports many users at once and creates a user account for each person listed in the CSV file. Bulk imports are a convenient way of adding multiple users.

You can also create and manage User Groups, which are collections of users. With these, you can create teams of users or any collection of users that you need, and allocate assignments to them. This is quicker than allocating an assignment to each member of a group individually.

User Types

When your Paligo user account is created, an Administrator assigns a user type to your account. If your user type does not have access to a feature that you need, contact an Administrator or IT Manager. Only these users can change the user type of your account.

There are several different user types and they each provide different levels of access to Paligo features. The User Group Syntax is used when you connect Paligo to Single Sign On (SSO) and SAML Integration.

Tip

Reviewers and Contributors can only work on content either sent by a formal assignment or Share Content (without assignments).

The table below shows available features for each user type.

User group syntax	Description	API access	License type
paligo.admin	Use this value if the user should belong to the group of Paligo administrators. Administrators are top-level users with access to all Paligo features, including those for adding and changing user accounts, managing languages and integrations on the Settings page. Full authoring experience. Can use the main Paligo Editor and its advanced features that are needed for creating, publishing and managing content, including content reuse, filtering and variables. Create Assignments, Create Snapshot in Resource View and change to any workflow status in the Resource View. Can use both Review View and Edit View to change content, add content and Create Snapshots in Edit View in Contributor Editor. Can access the Translation View and translation features. These include translation assignments, translation import and export. Also the ability to change workflow status to In translation and In translation review in the Resource View.	Full access	Admin license
paligo.user	Use this value if the user should belong to the group of Paligo authors (standard users). Authors (Standard users) are Paligo writers. Full authoring experience. Can use the main Paligo Editor and its advanced features that are needed for creating, publishing and managing content, including content reuse, filtering and variables.Create Assignments, Create Snapshot in Resource View and change to any workflow status in the Resource View. Can use both Review View and Edit View to change content, add content and Create Snapshots in Edit View in Contributor Editor. Can access the Translation View and translation features. These include translation assignments, translation import and export. Also the ability to change workflow status to In translation and In translation review in the Resource View.	Full access	Author license
paligo.contributor	Use this value if the user should belong to the group of Paligo contributors. Contributors are users who, besides reviewing content, may also need to add or edit content, such as engineers or subject matter experts (SME). They can use both the Edit View and Review View. Both Reviewers and Contributors can be sent Review assignments, the difference is that Contributors can switch to Edit View. That enables them to edit and add information and also to Create Snapshots in Edit View.	No access	Contributor license
paligo.reviewer	Use this value if the user should belong to the group of Paligo reviewers. Reviewers are users who need to read content and leave feedback comments on it, but do not change the content in anyway. They have access to Review View.	No access	Reviewer license
paligo.itadmin	Use this value if the user should belong to the group of Paligo IT admins. IT administrators have access to the Settings page. They can create users, set up integrations, manage languages and adjust the general settings of the Paligo instance.	No access	IT admin license
Important Custom licenses are available on the Enterprise plan. These offer some ability to configure what features users have access to. For more information about what options are available to you, contact your account manager. Access to API, depends on license configuration.

Add Users

At the top of the Users tab, available licenses are shown for each license type. Make sure that you have enough licenses to create more user accounts. If not, see Purchase or Upgrade Paligo Licenses. If you are still in trial, you will be able to add teammates without adding licenses.

Switch view with the buttons.

You have the possibility to view the existing user accounts in a list or as icons. Below the license types, you find the buttons to switch view. The existing users are by default, grouped by user type, but in the List View, you can sort the columns alphabetically. Each group has different access permissions, see User Types.

To the left - The Icons View show available licenses with a plus icon. If you select it you add a new user. To the right - The columns can be sorted alphabetically in the List View.

Note

The Settings page has an Icons View (as shown in the image above) and a List View. In List View, the user accounts are shown in a list rather than as user widgets.

To add a new user account in the List View:

Select the avatar in the top-right corner.
Select Settings from the menu.
Select the Users tab.
Scroll down to the bottom of the page and select Create.
Select an image file to be the personal avatar. Optional

The New user dialog.
Enter a unique User name to be used during login along with a password.

Tip

To make it easy to remember, you can use the email address as the user name.
Enter a Real name that will be displayed together with the personal avatar in Paligo.
Enter the Email address that Paligo will use to notify the user.

Caution

Once the new user account is saved, an email will immediately be sent out from Paligo, to prompt the user to log in and change the password.

For this reason, do not change the user name and email address, before the user has logged in for the first time.
Select Usergroup from the menu.
Select Save.

Note

The user will get a link with a temporary password by email. For security reasons, the temporary password will only provide access to a "Choose new password" display. The user must enter a new password and confirm it in order to log in to Paligo.

New user accounts are grayed out until the user logs in for the first time.

Bulk Import Users

As an administrator you can save you a lot of time, by using the bulk import feature when creating many user accounts at the same time. Instead of creating each user account individually, you can create a CSV (Comma Separated Value) file that contains the basic user information and then import that file into Paligo. Paligo will then automatically create a user account for each user listed in the CSV file.

You use any application that supports saving as .csv to create the CSV file. If you for example want to create user accounts for both Authors and Contributors, you will need two CSV files, one for each user type.

Note

New user accounts are grayed out until the user logs in for the first time.

To bulk import users in the Icons View:

Create a CSV file for each user type that you want to import.
Add the user details in this format: username, email address, full name in the CSV file, like this:
```
jamessmith,james@smith.com,James Smith
frankjohnson,frank@johnson.com,Frank Johnson
janemurphy,jane@murphy.com,Jane Murphy
```
Tip

For the username you could instead use the email address there as well, as it's a simple way to make sure the username is unique.
Select the avatar in the top-right corner.
Select Settings from the menu.
Select the Users tab.
Select Bulk Import Users for the user group that you want to create new accounts for.

Note

In the List View, the Bulk Import Users option is located at the bottom of the page.
Select User Group from the menu, to choose the user type for the import.
Use Select file to choose the CSV file that you want to import.
Select Upload.

Paligo imports the CSV file and creates a user account for each user defined in the file.

If the import is successful, a User Import Done dialog appears and you can download a log file of the import.
Repeat this procedure for each user type.

Tip

When Paligo has created the user accounts, you can Edit Users and Remove Users if needed.

Edit Users

As an administrator, you can update the user accounts by changing license type, email address, username, real name, image and reset the password.

Tip

To reset a password, see Reset Password.

To edit a user account in the Icons View:

Select the avatar in the top-right corner.
Select Settings from the menu.
Select the Users tab.
Hover over the user you want to edit and select Edit user.

Note

In the List View, select the Dotted Menu (...) to the right of the user and choose Edit.
Make the changes to the user account.
Select Save.

Remove Users

As an administrator, you can remove users that are no longer needed and free up the license.

To edit a user account in the Icons View:

Select the avatar in the top-right corner.
Select Settings from the menu.
Select the Users tab.
Hover over the user you want to remove and select the Delete user.

The license will now be visible in the Available licenses field at the top of the Users tab.

Tip

If you are not planning to use the available license for another user:

Select the Your License tab.
Scroll down.
Select the Upgrade license.
Reduce the number of licenses to the amount of users you need.

Reset Password

As an administrator, you can reset the password for a user that has forgotten the password or needs to change it for some reason. The user will then receive an email that will invite them to change their password.

To reset a user account in the Icons View:

Select the avatar in the top-right corner.
Select Settings from the menu.
Select the Users tab.
Hover over the user you want to reset the password for and select Edit user.

Note

In the List View, select the Dotted Menu (...) to the right of the user and choose Edit.
Select Reset password to send the user an email with a link to change the password.

My Profile

Each user account has an individual page, called My Profile that contains an image, contact details used for the account, time zone information and preferences for notification updates.

The settings you make in My Profile are personal settings divided in four tabs:

General - Settings for Avatar image, Local timezone , Interface theme and 2FA (Two factor authentication). You can also updateName, Email and Change password. Learn more, see Two-Factor Authentication (2FA).
Notifications - Set how and what kind of Paligo notifications that you receive, see Set Paligo Notifications.
Trusted locations - Shows all the locations you have accessed Paligo from, see Trusted Locations for 2FA.
API keys - Are used to safely integrate applications with the Paligo API, see API Keys.

You can edit your profile and change the settings to meet your own requirements.

Display My Profile

To display My Profile:

Select the avatar in the top right corner.
Select My Profile.

Edit General Settings for My Profile

The General tab holds settings for Avatar image, Local timezone , Interface theme and 2FA (Two factor authentication). You can also updateName, Email and Change password.

Select the avatar in the top right corner.
Select My Profile.
Select the General tab.
The following settings can be adjusted for your individual page:
- Profile picture - Upload an image for your profile (avatar). You can use jpg, png, or gif images. It is better to use a square image.
- Password - Select the Change password link and enter your Current password and the New password in the change password dialog. You will need to enter the new password in the Repeat password field too. If you encounter Suspicious Login Attempts 2FA or not going to be able to provide the verification code for Paligo, see Log In Using Backup Code.
- 2 Factor Authentication - Use to enable or disable two factor authentication, which is an extra level of security.
  
  To find out more about this feature, see Two-Factor Authentication (2FA).
- Name - You can change the name shown together with your avatar image.
- Email - You can change the email address that is used for your Paligo user account.
- Local timezone - Choose the time zone for your Paligo instance, see Set Time Zone.
- Interface theme - Select an interface theme (Ocean or Classic) from the menu, see Change Interface Theme.
Select Save.

Set Paligo Notifications

Paligo provides notifications about various "events" so that you can keep up-to-date with what's happening on your Paligo instance. You can choose which notifications you will receive and whether you will receive them via email, Slack or Microsoft Teams (or a combination of those).

Note

The checkboxes for Slack and other integrations are only available if those integrations are set up on your Paligo instance.

Select the avatar in the top right corner.
Select My Profile.
Select the Notifications tab.
If you have the Microsoft Teams integration set up, enter your Microsoft email address in the Username field. This must match the email address that you use to log into your Microsoft Teams.
In the Comments section, choose how you want to be notified about comments that are made in reviews or contributions to topics.
- Comment mentions - For a notification when someone uses @ to mention you in a comment.
- Comments on followed documents - For a notification when someone makes a comment on a topic. This only applies when you have chosen to follow comments for a topic.
  
  Note
  
  You "follow" comments by selecting All Comments for the Comment Notifications in a review or contribution. To find out more, see Get Notifications About Comments.
- Notification frequency - Choose when you will be notified. Paligo can send a notification immediately, daily, or weekly. Set the frequency to None if you do not want Paligo to send comment notifications at all.
To receive the notifications, check the box for how you want to be notified. You can choose Email, Slack, MS Teams, or a combination of those. Note that notifications to integrations are are only used if you have the integration set up on your Paligo instance.

To stop receiving notifications, clear the box(es).
In the Followed Documents section, choose how you want to receive notifications when another user makes changes to content that you follow. You can choose to receive an email and/or a slack notification.
Choose how you want to receive Productions notifications.

Production notifications are for publishing events, for example, when content is published to create an output, such as a PDF or HTML5 help center.

You can choose to receive notifications when a :
- Production failed
- Production published successfully (publication ready)
For each of these, you can choose whether Paligo contacts you via email, Slack, MS Teams, or a combination of these.
Choose how you want to receive Document Share notifications.

You can choose to receive notifications when:
- Someone shares a document with you
- There is a reply relating to a shared document.
For each of these, you can choose whether Paligo contacts you via email, Slack, MS Teams, or a combination of these.
Use the Assignments - issuer settings to control whether you are notified when assignments that you create are started, finished, or responded to. You can also choose how Paligo should notify you.
Use the Assignments - assignee settings to control whether you are notified when another user issues an assignment to you. You can choose to receive notifications when:
- An assignment has been allocated to you, where you are the assignee.
- A reminder has been sent to you to let you know you still have work to do on an assignment
- An assignment that you were supposed to work on has been canceled.
You can also choose how Paligo should notify you.
Select Save.

Note

To revert back to the default settings, select the Reset button at the bottom of the tab.

Set Time Zone

You can set Paligo to use your local time zone. If you change the time zone, it only affects your instance of Paligo. For other users, Paligo will continue to use whatever time zone settings they have in place.

It is important that you provide the correct time zone information as the time will be used for events in Paligo, such as the timescales for assignments.

To edit the time zone:

Select the avatar in the top right corner.
Select My Profile.
Select the General tab.
Select Local timezone from the menu to set the time zone you want Paligo to use.

Note

To edit selected timezone, select X to the right. Select a new time zone from the menu.
Select Save.

Change Interface Theme

Paligo uses themes to set the appearance of your Paligo instance, including the color scheme and the borders. Currently, there are two themes available and you can use whichever one you prefer.

Ocean which uses a blue color palette.
Classic which uses a black and gray color palette.

Paligo interface using the April 2021 theme, which uses shades of blue as the color scheme.

To the left - Ocean To the right - Classic

To set your Paligo instance to use a different theme:

Select the avatar in the top right corner.
Select My profile from the menu.
Select the General tab.
Choose an Interface theme from the menu.
Select Save.

Articles in this section

User Types

Tip

Important

Add Users

Note

Tip

Caution

Note

Bulk Import Users

Note

Tip

Note

Tip

Edit Users

Tip

Note

Remove Users

Tip

Reset Password

Note