User management

Sitefinity Cloud enables you to manage the users in your organization through the Sitefinity Cloud Management Portal. You can invite new users to the Management Portal, as well as to the different Sitefinity Cloud environments. You can also change the permissions of existing users and remove users, and assign custom Sitefinity CMS roles. 

PREREQUISITES: User Management is accessible only to users with Manage Users permission. 
If you see an error message when trying to access the Users page, you must contact a user within your organization that has Administrator privileges and request access.

To access User Management, in Sitefinity Cloud Management Portal, click Users in the left pane.
When the Users page opens, you can see a list of all the users that are currently part of Microsoft Entra ID (formerly, Azure AD) for your project. You can filter the users by name and email.

For each user in the list, you can: 

• View user permissions
  In the Permissions column, you can see the permissions that each user has in the Management Portal. 
  
• View user roles
  In the Sitefinity Roles per Environment column, you can see the roles that each user has for each Sitefinity Cloud environment.
  

To invite new users to the Management Portal, perform the following:

1. Navigate to the Users page and click Invite new users.
   The Invite new users dialog box opens.
   
2. In the Users input field, enter the email of one or more users.
   
3. In the Permissions dropdown box, select the permissions that you want the new users to have in the Management Portal.
   
4. In Sitefinity Roles per Environment, for each environment, select the roles that the user will have in Sitefinity CMS backend. 
   You can assign users to roles for one or more environments. 
   
5. Click Invite new users.
   The new users appear in the list under the Users page.
   

NOTE: You can add the users both to the Management Portal and to Sitefinity CMS backend. You can also add them only to the Management Portal, or only to Sitefinity CMS backend. If you give the user only Sitefinity roles, they will not have any access to the Management Portal.

You can change the roles of an existing user in the following way:

1. Open the Users page and open the More options menu for the affected user.
   
2. Click Change role.
   
3. In the dialog that opens, change the assigned permissions or roles.
   
4. Save your changes.
   

If the invited user has not yet accepted the email invitation, you have the option to resend it.
To do this, open the More options menu for the respective user and click Resend invitation.

If necessary, you can manually reset the MFA method configured for an existing user in the following way:

1. Open the Users page and open the More options menu for the affected user.
   
2. Click Reset multi-factor authentication. 
   
3. In the dialog that opens, click Reset to confirm your action.
   

The configured MFA method for this user will be removed, allowing the user to set up a new MFA method at their next sign-in attempt.

If you want to remove an existing user from your project, perform the following:

1. Open the Users page and open the More options menu of the user that you want to remove.
   
2. Click Remove and confirm the removal.

The user is removed both from the Management Portal for the project and from the Sitefinity CMS backend for all Sitefinity Cloud environments.

Depending on the Sitefinity Cloud add-ons you have purchased, you have a limit on the number of users that can be registered in the Sitefinity Cloud Management Portal.

If you have reached the limit, you will get a warning message when you try to add a new user. To increase your users quota, contact sitefinitysales@progress.com.
For more information, see Sitefinity Cloud Packages.

The users counting towards the limit, comply to the following rules:

• If the user only has Sitefinity CMS roles and no roles in the Sitefinity Cloud Management Portal, this user is not included in the limit. 
  
• If the user has Management Portal roles, but has a paid license associated with their email – for example, Visual Studio Enterprise, the user is not included in the limit. 
  This is because, as a Visual Studio subscriber, the user already has access to Azure DevOps. 
  

NOTE: If a user is invited and has a Visual Studio subscription but has not yet logged in the Management Portal, that user is counted towards the limit. This is because Sitefinity Cloud has no information about the license. Once the user logs in for the first time, that information is updated, and the user is excluded from the limit.

RECOMMENDATION: We recommend ensuring that only users who need access to the project source code and release pipelines are granted Management Portal roles. Also, verify that all users who have paid licenses have logged in after the invitation, so that they are removed from the limit count.

All custom roles that you create in the Sitefinity CMS backend for the different environments are synced to User Management in Sitefinity Cloud.
For more information about Sitefinity CMS roles, see Roles.

You can assign those custom roles to new or existing users. They will continue to log in via the Microsoft Entra ID (formerly, Azure Active Directory) but will have their specific permissions assigned to the role.

NOTE: It may take several minutes for the roles to be synced to User Management.