Skip to main content
You must have a valid production license installed before assigning active users. Evaluation licenses do not support active user assignment.

​
Step 1: Determine Active User Needs

Decide which users need edit access to RISKSHEET:
  • Who will create FMEA/HARA analyses?
  • Who will manage risk assessments?
  • Who needs to modify mitigation tasks?
  • Who will configure risksheet templates?
All Polarion users get unlimited read-only access to RISKSHEET. Only assign active user status to those who need to create or edit risk items.

​
Step 2: Create the Active User Group

If the group doesn’t exist, create it:
  1. Log in to Polarion as an administrator
  2. Navigate to Administration > User Management > Global Roles
  3. Click Add Group
  4. Enter the group ID:
    • For RISKSHEET only: nextedy_risksheet_users
    • For RISKSHEET + POWERSHEET (v26.1.0+): nextedy_powersheet_users
  5. Set group name and description
  6. Click Save
Use the exact group ID shown above. Capitalization matters: nextedy_risksheet_users (correct) vs. Nextedy_Risksheet_Users (incorrect).

​
Step 3: Assign Users to the Group

​
Method 1: Assign Individual Users

  1. Navigate to Administration > User Management > Users
  2. Select a user from the list
  3. Click Edit User
  4. In the Groups section, add:
    • nextedy_risksheet_users (or nextedy_powersheet_users if applicable)
  5. Click Save
  6. Repeat for each active user
  1. Navigate to Administration > User Management > Global Roles
  2. Click on the nextedy_risksheet_users group
  3. Click Edit Group
  4. In the Members section, add users:
    • Enter user IDs or email addresses
    • Use the search function to find users
    • Select multiple users and click Add
  5. Click Save
diagram

​
Step 4: Verify Active User Count

Ensure your active user assignments don’t exceed your license:
  1. Count the members in nextedy_risksheet_users group
  2. Compare to your licensed active user count
  3. If you exceed the limit:
    • Remove unnecessary users from the group
    • Or upgrade your license tier
Your license tier is based on server users (all Polarion users), but you control active user assignments. You can have 200 server users but only assign 20 active users for edit access.

​
Step 5: Verify User Access

Confirm that assigned users have edit access:
  1. Ask an assigned user to log in to Polarion
  2. Navigate to a RISKSHEET document
  3. Attempt to edit a risk item
  4. Verify that save operations succeed
If you have both products with production licenses (v26.1.0+):
  • The nextedy_risksheet_users group is no longer recognized
  • You must migrate users to nextedy_powersheet_users
  • Users in the old group will receive “Access Denied” errors

​
User Group Management Best Practices

​
Regular Audits

Review group membership quarterly:
  • Remove users who no longer need edit access
  • Add new team members as needed
  • Verify license compliance

​
Role-Based Assignment

Organize active users by role:
RoleEdit Access Needed?Group Assignment
Risk AnalystYesnextedy_risksheet_users
Quality ManagerYesnextedy_risksheet_users
Project ManagerRead-onlyNo assignment needed
ReviewerRead-onlyNo assignment needed
AuditorRead-onlyNo assignment needed

​
Document Your Assignments

Maintain a record of:
  • Why each user needs edit access
  • When they were added to the group
  • License tier and available slots

​
Troubleshooting Access Issues

​
”Access Denied” Errors

Cause: User not in active user group or license expired Solution:
  1. Verify user is in nextedy_risksheet_users (or nextedy_powersheet_users)
  2. Check license status in Administration > Extensions
  3. Ensure license covers current server user count

​
”License Validation Error”

Cause: Server user count exceeds license tier Solution:
  1. Count server users in Administration > User Management
  2. Compare to license tier limit (e.g., 50 for SMB)
  3. Either remove inactive users or upgrade license
See License Validation Errors for detailed troubleshooting.

​
Group Not Recognized After Update

Cause: Version 26.1.0+ requires nextedy_powersheet_users when both products are installed Solution:
  1. Create nextedy_powersheet_users group
  2. Copy all members from nextedy_risksheet_users
  3. Delete or archive the old group
See Menu Disappeared After Update for migration steps.

​
Verification

You should now have: Active user group created with the correct name Users assigned to the group based on business needs Active user count within your license tier limits ✅ Verified that assigned users can edit risk items

​
See Also

Support TicketsSource Code
  • RisksheetProduct.java