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Risksheet distinguishes between two categories of users. Server users are all registered users on the Siemens Polarion ALM server, regardless of whether they hold a Polarion license or use Risksheet. Active users are users explicitly assigned to Risksheet through a special user group, and they can create, edit, and manage risk items. All other server users receive read-only access through the Connect license, allowing them to view risk analysis data without editing.
Risksheet counts all registered users on the Polarion server as server users — not just users who hold Polarion licenses. If your Polarion server has 203 registered users but only 50 Polarion license holders, the Risksheet server user count is 203. This distinction frequently causes confusion during initial licensing.
Active users are managed by adding user email addresses to a special user group in Polarion Administration. When you assign users to this group, they gain full editing capabilities in Risksheet including creating risk items, editing cell values, and saving changes. Users not in the group retain read-only viewing access. The specific group name depends on your product configuration:
  • Risksheet only: Assign users to the nextedy_risksheet_users group
  • Risksheet + Powersheet: Assign users to the nextedy_powersheet_users group (see the migration question below)
You must have an active Risksheet license before you can assign active users to the group. The user group assignment feature is only available with a valid production license.
Risksheet is available in tiered licensing based on the number of active users:The unlimited licensing tier becomes cost-effective when your organization has more than 60-70 active users who need editing capabilities. If you anticipate growth beyond 50 active users, evaluate the unlimited tier during your initial purchase. For current pricing details, see the Risksheet pricing FAQ.
The Connect license provides read-only access to Risksheet for all Polarion server users who are not assigned as active users. With the Connect license, non-active users can view risk analysis data, browse risk tables, and see all column values, but they cannot create new risk items, edit cell values, or save changes. This ensures that stakeholders, auditors, and reviewers can access risk data without consuming active user slots.
The SMB (small and medium business) discount is a reduced pricing tier available to organizations that stay within 50 server users on the Polarion server. Since server users count all registered accounts regardless of license type, exceeding the 50 server user threshold disqualifies the SMB pricing. Regularly audit your Polarion server for inactive or deprovisioned user accounts to maintain eligibility.
Contact Nextedy sales for current SMB pricing details and eligibility requirements — see the Risksheet pricing FAQ for the latest information. The 50 server user threshold is based on all registered accounts on the Polarion server.
Risksheet counts all registered server users on the Polarion server, not Polarion license holders. This is a critical distinction. For example, if you have 7 named Risksheet licenses and 203 registered accounts on the server, the system counts 203 server users. To stay within license limits, you can either clean up inactive server accounts or upgrade your Risksheet license tier. Common sources of unexpected server user counts include:
  • Service accounts used by integrations
  • Deactivated users who were never removed from the server
  • Test accounts from previous deployments
  • Integration accounts for CI/CD systems
When both Risksheet and Powersheet are installed with valid production licenses, Risksheet automatically detects the Powersheet installation and switches to an enhanced configuration that unlocks additional features. This integration is transparent — no manual configuration is required. However, the user group assignment changes:
  • Risksheet reads active user assignments from the nextedy_powersheet_users group instead of nextedy_risksheet_users
  • This change is automatic when Powersheet has a valid production license
  • Evaluation or trial Powersheet licenses do not trigger this switch
  • The dual license system tracks user counts for both products independently
When updating Risksheet across major versions where Powersheet is also installed, verify that your active users are assigned to the correct group (nextedy_powersheet_users). The automatic switch from nextedy_risksheet_users to nextedy_powersheet_users can cause access issues if users are only configured in the old group. Review user group membership before and after the upgrade.
Yes. Evaluation licenses allow you to trial Risksheet with full functionality before purchasing a production license. During evaluation, all Risksheet features are available for assessment. Note that evaluation Powersheet licenses do not enable the enhanced Risksheet features that require a production Powersheet license — the automatic feature unlocking only occurs with a valid production Powersheet license. Evaluation licenses are time-limited and designed for proof-of-concept and capability assessment.See Evaluate Risksheet for details on starting an evaluation.
Risksheet supports dynamic license revalidation that automatically checks both Risksheet and Powersheet license status. When a license status changes — for example, when a Powersheet license is activated, expires, or is upgraded from evaluation to production — Risksheet adjusts available features accordingly without requiring a server restart. The system maintains separate license managers for Risksheet and Powersheet, each tracking server users, configured named users, and configured concurrent users. License changes are detected automatically and the configuration adapts in real time.
If you have a valid Risksheet license but cannot save changes, the most common causes are:
  1. Server user count exceeded: Your Polarion server has more registered users than your license allows. Risksheet counts all registered server accounts, not just Polarion license holders. Clean up inactive server accounts or upgrade your license tier.
  2. Not assigned as active user: Your user account is not in the active user group (nextedy_risksheet_users or nextedy_powersheet_users). Ask your administrator to add your email to the appropriate group.
  3. Read-only Connect access: You are accessing Risksheet through the Connect license (read-only mode). Contact your administrator to be assigned as an active user.
  4. License group mismatch: If both Risksheet and Powersheet are installed, ensure you are in the nextedy_powersheet_users group rather than the nextedy_risksheet_users group.
  5. Polarion ALM license restriction: Risksheet honors your underlying Polarion ALM license capability (see the next question). If your Polarion license is PRO, you can modify existing risk items but cannot create new lines; if it is REVIEWER, you have read-only access.
  6. Document-level permissions: The Polarion document itself may have restricted write access. Verify your project role and document permissions.
Risksheet honors the capability of your underlying Polarion ALM license. Three Polarion license tiers map to Risksheet behavior as follows:This is independent of the Risksheet active-user assignment: a user must be both (a) in the active user group (or accessing read-only via the Connect license) and (b) holding a Polarion license that permits the action they want to perform. For example, an active user with a PRO Polarion license can edit existing failure modes but cannot add a new row to the risk table. To create new risk items, the user must hold an ALM, Requirements, or QA license.For pricing details on each tier, see the Risksheet pricing FAQ.
Yes. You can upgrade your licensing tier at any time to increase the number of active users. When you upgrade, the license revalidation mechanism detects the change and adjusts the available active user slots without requiring a server restart. To downgrade, contact Nextedy support to discuss your options. Active user changes take effect immediately once the new license is applied.
The server user count is the total number of registered user accounts on your Polarion server. You can check this through Polarion Administration under user management. Remember that this count includes all accounts — active users, inactive users, service accounts, and integration accounts. Compare this number against your Risksheet license tier to ensure compliance.
For current pricing, custom licensing arrangements, or questions about your specific deployment, see the Risksheet pricing FAQ or contact Nextedy sales directly. Pricing tiers, SMB discount eligibility, and unlimited license breakpoints may vary based on your organization’s needs.
Last modified on June 30, 2026