Risksheet uses Polarion user groups to determine which registered server users count as active (editing) users versus read-only users. This distinction is critical for license compliance because Risksheet license counts are based on all registered users on the Polarion server, not just users who hold Polarion licenses.The server user count includes every registered account on the Polarion server, regardless of whether that account holds a Polarion ALM license, a Polarion REVIEWER license, or no Polarion license at all. This means an organization with 203 registered server accounts and only 7 Polarion licenses still has 203 server users from the perspective of Risksheet licensing.
Risksheet counts all registered server users, not just Polarion license holders. If your Polarion server has 203 registered accounts but only 7 Polarion licenses, your Risksheet license must cover all 203 server users. Users who no longer need access should be deactivated at the server level to reduce the license count. Simply removing a user from the Risksheet group does not reduce the server user count — it only changes their access from edit to read-only.
Navigate to Administration > User Management > User Groups.
Click Create Group.
Enter the group name exactly as follows:
nextedy_risksheet_users
Provide a description such as “Active RISKSHEET editing users” to help other administrators understand the group’s purpose.
Save the group.
The group name nextedy_risksheet_users is a system convention that RISKSHEET recognizes internally. Using a different name (such as risksheet-editors or risk_users) will not grant editing access. The name is case-sensitive and must be entered exactly as shown.
Open the newly created nextedy_risksheet_users group.
Click Add Members or Edit Members (depending on your Polarion version).
Search for users by name or email address and add each user who should have active editing access to RISKSHEET.
Save your changes.
Only users added to this group will be able to create, edit, and save risk items in the RISKSHEET grid. All other registered server users retain read-only access — they can view risk analysis tables, navigate the grid, and export data, but they cannot modify any values.When deciding which users to add, consider the following:
User Role
Add to Group?
Access Level
Safety engineer performing FMEA/HARA analysis
Yes
Full edit access to risk items, formulas, and columns
Quality manager reviewing risk assessments
Depends on workflow
Edit access if they need to modify items; read-only if they only review
Project manager viewing risk status
No
Read-only access is typically sufficient
External auditor
No
Read-only access for compliance review
Test engineers adding verification results
Yes
Edit access to update test status and link test results
After adding or removing users from the group, you must refresh the license configuration for the changes to take effect. This is a critical step that is frequently overlooked.
Navigate to Administration > Nextedy Risksheet > License.
Close the License page completely (navigate away to any other Administration page).
Reopen the License page by navigating back to Administration > Nextedy Risksheet > License.
The License page reads group membership at load time and updates the internal permission cache. Without this refresh cycle, the system continues using the previous group membership snapshot.
Simply adding a user to the nextedy_risksheet_users group is not enough. You must close and reopen the Administration > Nextedy Risksheet > License page after every group membership change. This step overwrites the internal license permissions. Without this step, newly added users will see an access error when attempting to edit, even though they appear in the group. In some environments, a full Polarion service restart may be required if the License page still shows stale data after reopening.
If your environment also includes Nextedy POWERSHEET, an additional user group is required for license alignment. When both RISKSHEET and POWERSHEET are installed with production licenses, the system reads active user assignments from the POWERSHEET group.
Navigate to Administration > User Management > User Groups.
Create a new group named:
nextedy_powersheet_users
Add all users who need edit access to both RISKSHEET and POWERSHEET.
Save the group.
Navigate to Administration > Nextedy Risksheet > License and close/reopen the page to refresh.
When upgrading RISKSHEET to version 25.11.0 or later in an environment where POWERSHEET is also installed, the nextedy_powersheet_users group becomes mandatory. If this group does not exist, the License page will show 0 named users configured and all licenses as inactive, even though users are correctly assigned to nextedy_risksheet_users. Create the nextedy_powersheet_users group and add your users to resolve this issue immediately after the upgrade.
If you are transitioning from a RISKSHEET-only deployment to a combined RISKSHEET + POWERSHEET deployment:
Create the nextedy_powersheet_users group.
Copy all members from nextedy_risksheet_users to nextedy_powersheet_users.
Navigate to Administration > Nextedy Risksheet > License and close/reopen the page.
Confirm the named user count reflects the nextedy_powersheet_users membership.
Once verified, you can optionally clean up the old nextedy_risksheet_users group, but keeping it populated is harmless.
Until you confirm the migration is complete, keep both groups populated with the same members. This provides a safety net if you need to roll back the POWERSHEET installation. You can remove the old group assignment after verifying that the License page correctly reads from nextedy_powersheet_users.
When a team member no longer needs editing access:
Navigate to Administration > User Management > User Groups.
Open the nextedy_risksheet_users group (or nextedy_powersheet_users if POWERSHEET is installed).
Remove the user from the group membership.
Navigate to Administration > Nextedy Risksheet > License and close/reopen the page to refresh permissions.
The removed user will lose editing privileges on the next page load and revert to read-only access. Any unsaved changes in an open RISKSHEET session will fail to save.
Removing a user from the RISKSHEET group changes them from edit to read-only, but it does not reduce your server user count for licensing purposes. To reduce the total server user count (and potentially reduce license costs), you must deactivate or delete the user account at the Polarion server level.
RISKSHEET offers a Small and Medium Business (SMB) discount tier for organizations with 50 or fewer registered server users. Understanding how server users are counted is essential for maintaining SMB eligibility.
Factor
Details
Server user count
All registered accounts on the Polarion server, regardless of Polarion license type or active status
SMB threshold
50 server users maximum to qualify for SMB pricing
Active user group
Controls who can edit; does not reduce the server user count for licensing
Deactivating accounts
Removing unused server accounts at the Polarion level reduces the total server user count
Locked accounts
Locked (but not deleted) accounts still count as registered server users
To stay within the SMB discount threshold or reduce your overall license cost, audit your Polarion server for inactive, locked, or test accounts. Deactivating or deleting these accounts at the server level (not just removing them from the RISKSHEET group) is the only way to reduce the total server user count that your RISKSHEET license must cover.
Confirm you closed and reopened the License page after adding the user (see Step 3).
Verify the user is added to the correct group: nextedy_risksheet_users for RISKSHEET-only deployments, or nextedy_powersheet_users if POWERSHEET is installed.
Check that the user’s Polarion account is active and not locked.
In some environments, a Polarion service restart may be required if the License page still shows stale data after reopening.
License page shows 0 named users after upgrade
If POWERSHEET is installed alongside RISKSHEET v25.11.0 or later, create the nextedy_powersheet_users group and add all relevant users.
Close and reopen the License page to trigger a permission refresh.
If the count remains at 0, restart the Polarion service.
Server user count exceeds expectations
Audit the Polarion server for deactivated, locked, or test accounts that remain registered.
Each registered account counts toward the RISKSHEET license total, even if the account has never logged in or has no Polarion license assigned.
Service accounts and API-only accounts also count as registered server users.
POWERSHEET features not available despite license
RISKSHEET automatically detects and unlocks additional features when a valid POWERSHEET production license exists. Evaluation and trial POWERSHEET licenses do not enable these enhancements.
License changes are detected automatically — when the POWERSHEET license status changes (activated, expired, or upgraded from evaluation to production), RISKSHEET features adjust accordingly without requiring a server restart.
