Assign Active Users

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Understanding Active Users vs. Server Users

Before assigning active users, understand the Risksheet licensing model: 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.

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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)

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Step 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

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Step 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.

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Step 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

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Step 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

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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

• Understand License Types — overview of server users vs. active users and licensing tiers
• Choose License Tier — select the right tier for your team size
• Manage User Groups — create and maintain the Risksheet licensing groups
• Configure Permissions — field-level and item-level permission settings

Sources

Support Tickets

• #5935
• #6073
• #6086
• #6108
• #6880

Source Code

• RisksheetProduct.java