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Prerequisites

  • Polarion administrator role
  • Active RISKSHEET license installed
  • Access to Polarion Administration interface

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Create the Active User Group

  1. Navigate to Administration > Users and Groups in Polarion
  2. Click Create Group in the Groups section
  3. Enter the group name based on your licensing scenario:
Licensing ScenarioGroup Name
RISKSHEET onlynextedy_risksheet_users
RISKSHEET + POWERSHEET (both licensed)nextedy_powersheet_users (overrides RISKSHEET)
  1. Save the group without adding members yet
RISKSHEET identifies active users by exact group name match. Using nextedy_risksheet_users instead of the correct name will cause all users to have read-only access, even with a valid license. When both products are licensed, only nextedy_powersheet_users is recognized — the RISKSHEET group is ignored.

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Add Users to the Group

  1. Open the newly created group
  2. Click Edit Members
  3. Add users by entering their email addresses (one per line): 
john.doe@company.com
jane.smith@company.com
safety.engineer@company.com
  1. Click Save
Your active user count equals the number of users in the nextedy_risksheet_users (or nextedy_powersheet_users) group. For a 25-user license, assign exactly 25 users. Exceeding this limit triggers license validation errors. The group membership is the authoritative count — RISKSHEET does not calculate users based on Polarion roles.

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Understanding the User Access Model

diagram Server users (all registered Polarion users) have unlimited read-only access. Active users (group members) have full edit capabilities limited by your license tier.
If you purchased RISKSHEET with an SMB discount, you have a maximum 50 server users limit (total registered Polarion users). Exceeding this limit causes license validation errors even if your active user group stays within the licensed count. Check your server user count in Administration > Users and Groups > Users tab. If approaching 50 users, either clean up inactive accounts or upgrade to a standard license.

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Adjust Group Membership

To change which users have active access:
  1. Navigate to the nextedy_risksheet_users group
  2. Click Edit Members
  3. Remove users who no longer need edit access
  4. Add new users by email address
  5. Click Save
Changes take effect immediately — no RISKSHEET restart required.
Review your active user group quarterly to remove users who have left the organization or changed roles. This ensures you stay within your license limit and maintain security best practices. When users are removed from Polarion entirely, they automatically lose all RISKSHEET access including read-only viewing.

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Verify Group Configuration

After configuring the group:
  1. Log in to Polarion as a user in the group
  2. Open any RISKSHEET widget
  3. Click on a risk item cell to edit
Expected result: The cell becomes editable, allowing you to modify values and save changes.
  1. Log in as a user outside the group
  2. Open the same RISKSHEET widget
  3. Attempt to edit a cell
Expected result: Cells remain read-only. The grid displays data but does not allow editing. If group members cannot edit, verify the group name exactly matches nextedy_risksheet_users (or nextedy_powersheet_users if both products are licensed).

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See Also

Support TicketsSource Code
  • RisksheetProduct.java