Autodesk Account management for admins PART 1

[alphanetrix]

Autodesk Account management for admins

Overview

Admins manage product assignments for their users in Autodesk account. Through the User management feature, admins can manage product access by product, by user, or by group.

Account management for admins

User management admin roles

As an admin, you assign users to products and services under the User management function of Autodesk Account. User management includes four types of administrative roles:

• Primary admin
o A team can have only one primary admin. (To learn more about teams, see Manage teams.)
o The same person can serve as the primary admin for more than one team.
o By default, the initial purchaser—also known as the contract manager—takes on the role of primary admin.
o The role of primary admin can be reassigned to another person who has the role of secondary admin.

• Contract manager
o By default, the initial purchaser of the license becomes the contract manager.
o There is only one contract manager per subscription or contract.
o The same person can be contract manager for multiple subscriptions or contracts.
o The role of contract manager can be reassigned for licenses purchased through resellers but not for licenses purchased from the Autodesk store. (See the interactive Change contract manager form below.)

• Secondary admin
o A team can have multiple secondary admins.
o Secondary admins are assigned by the primary admin, by another secondary admin, or by an SSO admin.
o Secondary admins have visibility into users and products of the team to which they’re assigned.

• Single sign-on (SSO) admin
o A team can have multiple SSO admins.
o SSO admins can manage an SSO configuration (as can the primary admin).

Admin responsibilities

Primary admin

• Manages users and their access to products
• Assigns secondary admins, SSO admins, and can reassign another secondary admin to become primary admin
• Can manage a single sign-on (SSO) configuration
• Serves as a main point of contact to Autodesk

Contract manager

• Receives notification emails relating to a subscription or contract
• Manages billing and renewals
• Assigns new subscriptions to a team
• Moves subscriptions to a different team (requires also holding a primary or secondary admin role)
• Serve as a main point of contact to Autodesk

Secondary admin

• Manages users and their access to products
• Assigns additional secondary admins and can reassign the primary admin
• Manages billing and renewals (requires also holding a contract manager role)
• Views and exports product usage reports for all teams

SSO admin

• Manages users and their access to products
• Assigns additional secondary admins and can reassign the primary admin
• Views and exports product usage reports for all teams within single user subscriptions and Flex (note: excludes Token Flex).

Add and remove users

In Autodesk account, admins add and remove users to and from teams. A team is the central place where admins manage users, assignments, and settings. The team includes users added through Autodesk account, guest users, and users working in Autodesk cloud collaboration products. To learn more about teams, see Manage teams.

To give users access to Autodesk products and services, an admin can:
• Invite users individually or import them in bulk through Autodesk account. If users don’t have an existing Autodesk account, they’ll receive a confirmation email with a link to create an account with their own email and password.
• Add them automatically through just-in-time (JIT) provisioning with single sign-on (SSO). JIT provisioning automatically creates accounts for new users and adds them to your team when they sign in to Autodesk for the first time with SSO. To learn more, see How does JIT provisioning work?
• Add them through directory sync. With directory sync, you can create user groups in your organization’s directory that can be automatically synced to your team in Autodesk account. This allows new users to join your team without needing to sign in for their account to be created. To learn more, see Understanding Active Directory Sync.
• Add them through hubs. Using a hub, you can manage members and their permissions to let your team securely store and share data and work on projects across Autodesk collaboration products
(currently BIM/ACC, Flow Production Tracking, Forma, and Fusion).

To add users individually

1. Select User Management > By User in the navigation menu.
2. Select a team to which you want to invite users and click Invite Users.
3. Enter a user’s first and last name and email address.
4. Click Send Invite.
   Users with an existing Autodesk account will appear as Verified in your team.

Users without an existing account will appear as Invited in your team and will receive an email invite to create an account. Invited users have seven days to create their account via the link in the email invite.

5. The guided setup information that appears in your account for 30 days after a subscription begins identifies users who haven’t yet verified their accounts. After 30 days, you can go to User Management > By User to see whether a user’s account has the status of Verified or Invited.
6. If the seven-day period lapses before a user has verified their account, check that their email address is correct and resend the invitation:
   o Go to User Management > By User
   o Select the user and click Resend Invite.
   Note: If you have a Premium plan with SSO (Single Sign-On), users may be added automatically.

To import a list of users

1. Prepare a CSV file containing up to 5,000 users you want to import.
   a. Provide a single row for each user.
   b. Provide three columns: First name, Last name, and Email address.
   Note: Users that already exist in your team are ignored.

2. Select User Management > By User in the navigation menu.

3. Select a team to which you want to invite users and click Invite Users. Note: If you use classic user management, see Add users in classic user management.

4. Select the Import tab and click Upload CSV File. You can continue working while the file is uploading. A notification displays when the import is complete.

To remove users individually

Primary, secondary, and SSO admins can remove users from Autodesk Account. Removing a user revokes their access to products and services, but it doesn’t delete their personal Autodesk Account.

From User Management:

1. Select User Management > By User (you will only see User Management if you are an admin).
2. Select a user.
3. Click the Remove User icon (trash can by the user’s contact information).
4. In the confirmation window, click Remove User.
   Note: Primary admins cannot be removed unless their administrative privileges are removed. All admins can remove other secondary and SSO admins.

To remove users in bulk

1. Sign in to your account at manage.autodesk.com and click User Management > By User.
2. Click the checkbox to select one or more users. A banner displays to show how many users you have selected.
3. Click Remove From Team.
4. In the confirmation window, click Remove.
   Note: You can’t remove primary admins or users added from directory sync (Premium plan).

Assign product access

In Autodesk Account, admins can assign and unassign access to products and services as often as needed.
Note: Please keep in mind the users on your team will be assigned the pool of licenses associated with your team, at no time is one specific contract or license associated with a particular user. If a subscription expires you just need to add another license to your team’s pool by purchasing an additional seat or removing inactive users.

Assignments can be made in three ways:
• By product. Admins choose products and assign users to them.
• By user. Admins choose users and assign products to them.
• By group. Admins create groups and assign products to the entire group. Note: Admins using classic user management can only assign and unassign products and services by user. See Assign and unassign products and services in classic user management.
Note: Primary, secondary, and SSO admins can assign and unassign access to users. To learn more about the roles of admins, see User Management admin roles.

Assign and unassign users by product

Once users are invited, they appear under By Product. You can assign users individually or in bulk, using a CSV file.

Assign or unassign individual users

1. Sign into Autodesk Account at manage.autodesk.com.

2. Select User Management > By Product.

3. Select a product to view currently assigned users.

4. To assign users, click Assign Users.
   a. Enter each user’s email address.
   b. Click Assign to assign all product items or click Customize to select individual items.

5. To unassign access to the product and all services, click Unassign next to the user you want to remove.
   You can select which product items to unassign. Click the arrow to the right of the user, deselect the boxes for services you want to remove, and click Save Changes.

Assign users in bulk

1. Prepare a CSV file listing the users you want to import and assign.
   o Add a single row for each user.
   o Add three columns: First name, Last name, and Email address.
   o Users that already have access to this product will not be assigned another seat.
2. Sign into Autodesk account at manage.autodesk.com.
3. Select User Management > By Product.
4. Select a team and a product.
5. Click Assign Users.
6. If you don’t want to assign all included items, click Customize, then select or de-select individual items.
7. Select the Import To Assign tab and click Upload CSV File. You can continue working while the file is uploading. A notification displays when the import is complete.

Assign and unassign products by user

1. Sign into Autodesk account at manage.autodesk.com.

2. Select User Management > By User.

3. Select a user to view the products that can be assigned to them.

4. Select a product.

5. To assign access to the product:
   o Click Assign to assign all product services.
   o Click the arrow next to Assign to choose which products to assign. Select chosen items and click
   Save Changes.

6. To unassign access to the product:
   o Click Unassign to remove access to the product and all its associated items.
   Note: Products assigned by default or group aren’t unassignable from By User or By Product.
   o To customize which product items to unassign, click the arrow next to Unassign. Clear the items you want to remove and click Save Changes.

Assign and unassign products by group

Groups allow you to organize and assign products to multiple users at one time. Instead of assigning people to products one-by-one, you can organize users into groups and assign access to products used by members of those groups. For example, for a group of Architects, you might assign AutoCAD. For a group for civil engineers, you might assign Civil 3D and Navisworks Manage. To learn how to create and manage groups, see Manage groups.

To assign or unassign a group to products:

1. Sign into Autodesk account at manage.autodesk.com.
2. Select User Management > By Group.
3. Select a group.
4. Click View Assignments.
5. To assign access to a product, click Assign.
6. To unassign a product, click Unassign.
   Note: When assigning products to a group, you must have enough seats available for all the members of the group.

Manage teams

By default, you automatically have one team in your Autodesk Account under which all your users and Autodesk subscriptions fall. You can optionally create additional teams. Creating additional teams can be helpful when your company has multiple companies or organizations that are not related, but you want to purchase subscriptions centrally for your entire organization. By creating a team for each division, the admins for those teams will only manage the subscriptions their division pays for, instead of all subscriptions your organization owns. You can also move subscriptions between teams and they will continue to be managed under the same primary admin.

Here are some of the features of teams:
• Team names appear in the Contract Details section of your account, so when it comes time to renew or make purchasing decisions, you can see which subscriptions are attached to which teams.
This makes it easy to track renewals.
• You can delegate admins to manage one or more teams. Admins can rename teams and invite and assign users to products.
• You can filter your usage reports by team to see how many seats are being used by the users in that team. Use usage reporting to determine if the user assignments and business decisions you’re making for a specific team are effective.

It’s important to understand that teams are different than the groups available in Autodesk Account. Groups allow you to organize and assign products to users. Instead of assigning your users to products one-by-one, you can organize them into groups and manage them by role such that the members of each group are assigned access to the same products. For example, you might create a group for architects who use AutoCAD. To learn more, see Manage groups.

When you purchase a subscription for the first time, a new team is automatically created. Optionally, you can create a new team at any time and move the subscription to a different team.

To create a new team

1. Go to User Management > By User or By Product.
2. Click the gear icon to open Team settings.
3. From the Actions menu, select Create Team.
4. Enter a name for the team and click Create Team.
   Note: If you’re managing a BIM or ACC cloud collaboration product, see Manage Autodesk Account teams with BIM 360 subscriptions for additional information.

Rename a team

By default, a team name uses the name of the initial primary admin assigned when the team was created. But you can give your team a more meaningful name.

1. Go to User Management > By User or By Product.
2. Select a team.
3. Click the gear icon to open Team settings.
4. Click Rename.
5. Enter a new name and click Save Changes.

Delete a team

Currently, you can’t delete a team from your account in Team Settings. Instead, the primary admin should move all subscriptions to a different team. Then contact Autodesk Support to remove the team.

View personal data in reports

User names and other personally identifiable information (PII) are included in reports and exported data if Personal Data is enabled in team settings. You can configure personal data reporting for a team.

1. Go to User Management > By User or By Product.
2. Select a team.
3. Click the gear icon to open Team settings.
4. Under Personal Data, click the box to include personal data in your reports.
   If personal data is Off for one or more teams, hashed data values are shown for all teams.

Assign admins to a team

You can assign one primary admin and multiple secondary admins to a team. Each of these admins can be assigned to more than one team. Initially, the subscription owner (the purchaser) defaults to the primary admin.

To change a team’s primary admin
Note: Only a secondary admin can become a primary admin.

1. Go to User Management > By User.
2. Select a team.
3. Select the user you want to designate as the primary admin.
4. Click Change Role.
5. Select Primary Admin and click Save.
6. Click Reassign Primary Admin to confirm the change. The existing primary admin becomes a secondary admin. See User Management admin roles for more information.

To assign a secondary admin to a team

1. Go to User Management > By User.
2. Select a team.
3. Select a user to designate as a secondary admin.
4. Click Change Role.
5. Select Secondary Admin and click Save.

Add users to a team

You can add unlimited users to a team. Adding users to one team doesn’t remove them from other teams.

Note: You can also add users to a team through bulk import or via SSO.

1. Go to User Management > By User or By Product.
2. Select a team.
3. Click Invite Users.
4. Add and assign users. See Add and remove users for more information.

In Autodesk account, creating teams can be helpful when your company has multiple companies or organizations that are not related, but you want to purchase subscriptions centrally for your entire organization. If you are the purchaser, and you are an admin for more than one team, you must assign a team for subscriptions from the Autodesk account portal. Once logged into the Autodesk account portal, from the navigation menu, under User Management, select any of the management options: By User, By Product, or By Group. From the management page, select the team you wish to assign subscriptions to. Then, invite or assign users.

You can also do this through the Subscriptions and Contracts page. Back in the navigation menu, under Billing and Orders, select Subscriptions and Contracts. From this page, expand the Team drop-down and specify the team you wish to add subscriptions to. Then, select a product. From the product page, select Add seats. From the Add seats page, in the Add seats field, enter how many seats you wish to add.
Review your payment information on file, and then click Submit order. If you add seats to an existing subscription, those seats stay in the same team as the rest of your subscription. The subscription owner is automatically assigned a seat. If the owner does not use the product, you can reassign that seat to the team.

Note the following:
• If the purchaser is not an admin for any team, a new team is automatically created for the subscription.
• If the purchaser is an admin for a single team, the subscription goes to that team.

Manage groups

Instead of assigning your users to products one-by-one, Autodesk Account allows you to organize users into groups and assign everyone in the group access to the same products. Furthermore, you can create groups that correspond to specialized roles. For example, you could assign AutoCAD and Revit to a group named Architects. Or you could assign Civil 3D and Navisworks Manage to a group for civil engineers.
Once you’ve set up a group, you can track usage data for it in the usage report (under Reporting, select Usage report). This will help you to understand usage patterns to make informed decisions and confidently manage product assignments. By reviewing usage data, you can:
• Gain confidence that you’re assigning the right products to your groups. For example, if most people in a group are not using a product, you can remove it from the group’s default assignment to reduce your costs.
• Scale your reporting analysis by viewing usage among similar groups of users to spot trends more easily.
It’s important to understand that, in Autodesk Account, groups are different than teams. By default, you automatically have one team in your account under which all your users and Autodesk subscriptions fall. You create groups within a team. If you have additional teams, those groups aren’t shared by the other teams, even if the groups have the same users in different teams.

Create a group

1. Go to User Management > By Group.
2. Click Create Group.
3. Enter a name for the group and click Create Group.

Add users to a group

1. Go to User Management > By Group.
2. Select a group by name.
3. Click Add Users.
4. Select users from the list that appears.
5. To add users to the selected group by uploading a CSV file, click Import.
6. Click Done.
   Note: When assigning users to a group, you must have enough seats available for the new members.

Assign products to the members of a group

1. Go to User Management > By Group.
2. Select a group.
3. Click View Assignments.
4. Choose products and click Assign.
   Assignments are additive, that is, a user can be assigned a product by default, and by one or more groups and will receive the sum of those product assignments. If a user is assigned the same product from multiple sources within a team, only one seat is required.

Note: When assigning products to a group, you must have enough seats available for all the members of the group.

Rename a group

1. Go to User Management > By Group.
2. Select a group.
3. Under Actions, click Rename Group.
4. Enter a new name and click Save Changes.

Delete a group

1. Go to User Management > By Group.
2. Select a group.
3. Under Actions, click Delete Group.
   Note: Users assigned to products individually continue to have access. Group management does not affect individual product assignments.

Designate guest users

You can designate any user (except primary or secondary admins) as a guest. Typically, you would do this for non-employees, such as contractors or vendors.

To designate a user as a guest:

1. Sign into Autodesk Account at manage.autodesk.com.
2. Go to User Management > By User.
3. Search for or select a user.
4. Click View Details.
5. Click Change Role.
6. Select This is a Guest User under the User role.
7. Click Save.
8. To remove the guest designation for a user, deselect This is a Guest User.
   Note: Users added to your team from a connected cloud collaboration product (such as Autodesk BIM Collaborate, Autodesk BIM Collaborate Pro or Autodesk Build) are added as guests by default.

Collaboration

Admins who manage cloud products like Autodesk Construction Cloud, BIM 360, or Flow Production Tracking use hubs to manage user access to projects and collaboration workflows. A hub is a place where teams access software, store data, and collaborate on projects from anywhere.

As a primary or secondary admin with an active subscription, you can view all hubs associated with your Autodesk Team on the Autodesk account > Products and Services > Hubs page. Support for our different Autodesk cloud products is gradually being added to the Hubs page. Even though you can view a hub associated with your team, you won’t be able to manage that hub until you’ve been added as a hub account admin. To obtain access, contact your hub admin.
Note: Users you add to a hub are added to your team as guest users if they’re not already on the team with another role.

Tip: Keep guest users in your team’s user list to allow them to view their projects across various
hubs for their Autodesk software.
From the Hubs page, you can:
• View hubs in one place
• Understand the hub ecosystem for their teams
• Reduce the need to contact Autodesk support to understand how to work with hubs

Note: If a user stops collaborating in an ACC or BIM 360 hub or project, first remove that user from the ACC or BIM 360 hub and then remove them from your team. This will ensure the removal persists.
See Add and remove users.

Tools and processes

Admins who manage cloud collaboration products employ different tools and processes than they use for Autodesk desktop products. For help with these tools, see the documentation provided by the
various collaboration products. Links to assist this information wayfinding are provided below.

Autodesk Construction Cloud

Overview and demo
Use with BIM 360
About Autodesk Build
Account Administration
Learning Center

Autodesk Forma

Forma help

BIM Collaborate Pro

Key features
Quick start guide learning modules

Flow Production Tracking

Overview
How-to videos
User documentation Developer documentation Support

Fusion

Product documentation

Account management for admins

Team insights

Admins can access Team Insights under the Reporting section of Autodesk Account. Team Insights provide information about a team’s subscription and show product usage for each user. This information can help you to identify actions for optimizing user assignments, product usage, and subscriptions. Insights are updated daily.

The primary, secondary or SSO admin can view Team Insights. In addition, some insights require specific role permission. For example, only admins who can purchase more seats for their team can see over-assignment insights.

Insights are only available if:
• Your team has a single-user subscription or Flex.
• For product insights, your individual users opt in for data collection and have active usage.
• Your team is on a Premium plan for insights that provides user-level details.
• For product insights (such as AutoCAD), your individual users have active usage.

My Insights and Team Insights

Autodesk Account Insights are available under the Reporting section of your Autodesk Account.

If you are an account admin, you will see Team Insights. Team insights provide information about your users. As an individual user, you will also see My Insights.

Note: Only AutoCAD and Revit are currently supported for My Insights. For more about personal insights, see My Insights.

To view Team Insights

1. Sign into Autodesk Account at manage.autodesk.com
2. Select Reporting > Insights > Team Insights.
3. Select a team. You can see all the insights available for that team and take appropriate action.
   For example, if you have under-assigned seats, you can:
   o Click View Usage Details to see detailed seat usage reporting
   o Click Assign Users
   The Insights page may display "No insights available” if:
   • Not enough time has passed to generate meaningful insights
   • You’ve resolved the issues that triggered the insights

Available insights

License usage insights

• Under-assignment: Lists teams that have available seats for specific
products.
• Over-assignment: Lists teams with subscriptions (purchased online) that have users assigned to expired products.
• Inactive user (only available with the Premium plan): Lists those who have not used their assigned products in the last 3 months. See Use Seat Usage to monitor product activation and frequency of use.
• Product Version (only available with the Premium plan): Lists teams with usage on outlier product versions, defined as a version with less than 1% of the total days used by a team over the past three months.

Product usage insights

• Product Performance: Compare your team’s startup and file save times against other users. You can see the number of users by average performance time quartile (25th, 50th and 75th).
• Command Usage: Understand your team’s command usage pattern. For information on categories, see Usage by category (AutoCAD).
Note: Insight data in the export file may have a delay of up to seven days from the
date this insight is delivered and displayed in Autodesk Account.

Usage report

The usage report unifies seat and Flex usage information in a single view to help admins make the most of licenses and Flex tokens. This leads to better informed purchasing and licensing decisions.
The usage report helps you differentiate frequent users from occasional ones. For example, if you see that a given user only accesses a product a few days a month, you may decide to assign that user to Flex instead.
Note: Usage reporting, which measures the activity of users connected to the internet, is only available for products with single-user access. Data is protected by Autodesk privacy principles and is only used for the purposes for which it was collected. For more information, see the Autodesk privacy statement.

Information in the usage report includes:

• Total number of subscriptions for your teams
• Seat counts, seat assignments, and assigned date
• Usage patterns, including days used, monthly average use, and last accessed date
• Flex tokens used, remaining balance, number of Flex users, and monthly average of tokens used
• Groups associated with each product user
• Assigned and unassigned subscription users
• Active and inactive subscription users

To view the usage report

1. Sign into your Autodesk account.
2. Select Reporting > Usage Report.
3. To find the usage data you want:
   o Expand the Team drop-down menu to see usage data for desired users. You can view product use, average days of use per month, product assignment dates, and Flex tokens used.
   o Expand the Date range menu to specify the date range within which you want to review usage data.
   You can create a custom date range or choose from a preset range.
   o Select Filter to view selected data based on access options, user activity, seat assignments, Team, Group, and usernames or email addresses. Applied filters carry over to the export report.
   o Select Columns to choose the information to be displayed. Click a column header to sort the list by days used, monthly average, product, or other criteria. The view you select will remain the same from session to session. All columns will be included in the export report.
   o Select an individual user for an in-depth view of that user. A dialog displays an information table that includes the user’s teams, associated product use, and access option. A separate row provides details of other products and collections to which the user is assigned. Links take you directly to applicable pages to manage the user’s access, or to the Seat/Token Usage reporting pages, saving you click-through time. Be sure to use the browser back button to return to the usage report page.
   Note: If your team’s personal data (PII) is set to On, usernames, email addresses, and profile
   images are displayed. If personal data is set to Off, then that team’s members’ personal data will
   be hashed. If personal data is set to Off for one or more teams and All Teams is selected, then
   hashed data values are shown for all teams.

To export usage report data

You can download a spreadsheet that uses your current filters and date range for your team’s usage report data.

1. Sign into your Autodesk account.
2. Select Reporting > Usage Report.
3. Click Export to generate the file.
4. In the Export page, under Export History, click Download when the status is available.

To unassign users from products

Admins can unassign users directly from the usage report.

1. Select the checkboxes associated with the users to be unassigned.
2. Click Unassign in the action bar.
3. Click Unassign in the confirmation dialog box.
   Note: Users assigned via group or default assignments cannot be unassigned from the Usage Report.
   This is to maintain access to other products contained within the group assignment while keeping the group intact.