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Understanding Active Users vs. Server Users

Before assigning active users, understand the Risksheet licensing model:
Risksheet license server user counts include all registered users on the Polarion server, not just users with active Polarion licenses. This is a common source of confusion. For example, if you have 7 named Risksheet licenses but 203 registered server users, the license may report exceeding the limit. Options include cleaning up inactive server users or upgrading the license tier.
diagram
Active users are not assigned automatically. A Polarion administrator must explicitly add users to the Risksheet user group. All other Polarion server users automatically receive read-only access through the Connect license — they can view Risksheet data but cannot make changes.
If your organization needs more than 60-70 active users, unlimited licensing becomes more cost-effective than per-user licensing. Contact your reseller or Nextedy sales for pricing details.

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Prerequisites

  • A valid Risksheet production license (not evaluation/trial)
  • Polarion administrator permissions
  • The nextedy_risksheet_users group created in Polarion (see Manage User Groups)
1

Open User Group Management

  1. Log in to Polarion as an administrator
  2. Navigate to Administration > User Management > User Groups
  3. Locate the nextedy_risksheet_users group
If you have both Risksheet and Powersheet installed with valid production licenses, use the nextedy_powersheet_users group instead. When Powersheet has a valid production license, Risksheet automatically reads user assignments from the Powersheet group. Evaluation or trial Powersheet licenses do not trigger this behavior. See Manage User Groups for details.
2

Add Users to the Group

  1. Open the nextedy_risksheet_users group (or nextedy_powersheet_users if Powersheet is installed with a production license)
  2. Add each user who needs edit access by specifying their Polarion email address
  3. Save the group changes
You can add multiple users at once. Each user’s email address must match their Polarion account registration.
3

Refresh the License

After adding users to the group, you must refresh the license for changes to take effect. Simply adding users to the group is not sufficient.
  1. Navigate to Administration > Nextedy Risksheet > License
  2. The page loads and triggers license revalidation
  3. Verify that the Named Users count now reflects the number of users you added to the group
Adding users to the nextedy_risksheet_users group alone does not grant them edit access. You must reopen the Administration > Nextedy Risksheet > License page to refresh and overwrite the license permissions. Without this step, newly added users remain in read-only mode.
In some cases, visiting the License page alone does not trigger the update. If the License page still shows 0 named users after adding users to the group, restart the Polarion service to force license revalidation. This can happen when the nextedy_risksheet_users group was just created or significantly modified.
4

Verify User Access

  1. Ask the newly assigned user to log in to Polarion (or refresh their existing session)
  2. Have them open a Risksheet document
  3. Confirm they can click cells to open editors, make changes, and save successfully
  4. If the user sees a message about read-only or reviewer access, the license refresh may not have completed — repeat Step 3
Users who are not in the active user group automatically receive read-only access. They see the Risksheet grid but cannot create, edit, or save risk items.

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Removing Active Users

To revoke edit access from a user:
  1. Navigate to Administration > User Management > User Groups
  2. Open the nextedy_risksheet_users group (or nextedy_powersheet_users)
  3. Remove the user’s email address from the group
  4. Save the group changes
  5. Navigate to Administration > Nextedy Risksheet > License to refresh the license
The user reverts to read-only Connect license access on their next session. They can still view Risksheet data but can no longer create, edit, or save risk items.

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License Revalidation Behavior

Risksheet supports dynamic license revalidation. When license status changes (activated, expired, or upgraded from evaluation to production), available features adjust accordingly:
  • Risksheet license changes take effect after visiting the License administration page or restarting Polarion
  • Powersheet license activation with a production license automatically switches the user group source from nextedy_risksheet_users to nextedy_powersheet_users and may unlock additional features
  • License expiration reverts all users to read-only mode
The exact behavior of license revalidation timing may vary by Polarion server configuration. If changes do not take effect after visiting the License page, a Polarion service restart is the reliable fallback.

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Verification

You should now see the updated named user count on the Administration > Nextedy Risksheet > License page. Newly assigned users should be able to open Risksheet documents, click cells to edit values, create new risk items, and save their changes successfully.

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See Also

Last modified on July 10, 2026