The user tile is where you can assign licenses and roles, important and export user
information, manage groups, and find insights into who is using Lucidchart in
your enterprise account. Let's start by looking at the products and users area
on the top left. This is where you can filter users by product, either
Lucidchart or Lucidpress, and then by the type of license each
user has. You'll see we have several different types of users. Licensed users
are those who can create, edit, and share content in Lucidchart.
We also have view-only users. View-only users don't have a license. They can see
any content that's been shared with them, but they can't create or edit any
content. You can have as many view-only users as you'd like.
They will not affect your Lucidchart licenses. There's actually a lot of value
in your view-only users and we found that a lot of successful companies using
Lucidchart have a high number of view-only users. Let's take just a moment to
explore why that is. While it may not make sense for everyone in your company
to have a license to create Lucidchart documents, by giving everyone view-only
access you're allowing everyone in your organization to use Lucidchart as a
central hub for up-to-date communication. For example maybe your HR team uses
Lucidchart to create an org chart that you want everyone else in the company to
use as a reference. HR is responsible for keeping the chart current and everyone
else in the organization, with their view-only Lucidchart access, is able to easily
get the most current and accurate version of the org chart whenever and
wherever they need it. As the document gets updated everyone can see new
changes within seconds of the update. In addition to licensed and view-only users,
we also have pending invitations as an option here. These are people who've been
invited to your organization's Lucidchart account but haven't accepted
the invitation to join yet. Requested Lucidchart
are, as you might guess, view-only users who have requested a full Lucidchart
license. Beneath products and users is teams and groups. The teams and groups
feature makes it easy for users to share and access documents in Lucidchart.
As an admin, you can manage those teams and groups from this panel on the left.
Let's look at how to best organize teams groups. At the top of the folder tree is
your team folder. All groups and subgroups will nest beneath this team.
The pencil icon next to it allows you to rename the team or add a group beneath
it. We recommend making your team folder company-wide. You can see that ours is
named after our demo company, ABC Corp. And that we've built out other groups
beneath it based on departments or locations. The reason we recommend this
strategy is so that you don't run into compression issues if say you make the
parent folder the IT team, then discover that marketing and sales want their own
Lucidchart groups, and you don't want them rolling up into IT. As you create
teams and groups, users can choose to share documents within those groups. For
example, let's click on Stanley Hudson. From the information in Stanley's
profile on the right, we can see that he's in the sales group. If we want to
add him to another group, maybe the management group, we can do that by
clicking the edit button on the right. Note that users can belong to as many
groups as you'd like. Once we do that, this means that any diagrams or custom
shapes that we've shared in the management group will now automatically
be shared with Stanley. Conversely, if at some point Stanley
moves to another position in the company, we can remove him from the sales or
management groups and remove his access to those documents. This feature keeps
things secure and super efficient. One more quick tip while we're here: you can
add subgroups by clicking the pencil icon next to any group and nesting more
groups beneath it. While we're here I want to point out one more helpful
feature. Many admins want to audit their Lucidchart users or audit users with
specific permissions. And then they want to share that information with others. So
let's look at how to do that now. For this example, I want to audit everyone in
the organization who's using Lucidchart. On the left, I'll click on all users. Then
I'll select our main team at the top of the folder tree to see all of the groups.
Now I'll click the action button at the top of the page and select export CSV.
With the CSV, I can easily send this information to others who aren't
Lucidchart admins. This feature is also helpful if you want
to get in touch with your Lucidchart users. You can export a CSV, then copy all
the email addresses into an email, and get in touch, ask people about their
experience, anything you might want to know. Okay, let's take a closer look at
our users now. We can see usernames, emails, roles, and status here. We can also
filter our list by any of those criteria. When I click on a name, I can see the
details of the account appear on the right. Here I can edit someone's username
or email if needed. I can also add or remove licenses. Click the checkbox,
hit confirm, and now a license has been allocated. We can do the same thing for
removing a license, though we'll take a closer look at that a little bit later.
Some of our account owners are managing teams with a lot of Lucidchart users, so
it's helpful to add other team admins to help manage licenses and other
administrative tasks. Specifically, we have two types of admins. Team admin
status allows someone to see all the tiles in the admin panel except for
billing and do things like add integrations to your account, manages licenses, or
delete users. In contrast, the billing admin is able to make purchasing
decisions, track invoices, and update billing information. I'm going to click
on Erin and edit her role to make her team admin. Now she can see and access
all the tiles in our admin view except the billing tile. Of course, if we wanted
her to have that access, we could check the box and give her that as well. You
can see that her profile has been updated to reflect her new role as team
admin. One thing worth noting while we're here is that Erin doesn't have a
Lucidchart license. If you have an admin who doesn't need to be working in
Lucidchart, maybe they're just managing accounts and
licenses for your organization, you do not need to grant them a license in
order for them to act as an admin. That way you can save your licenses only for
people who are actually using the product. Let's add a new user now. If you
want to add a user, click the plus user button at the top right corner of the
page. You have options for adding by email, manually, by domain, or by CSV.
And we'll quickly look through each of these. To add users by email, we'll enter or paste
the users email address here. We can also add this user
to a group. You can do this for multiple users at one time. Just be sure they all
belong to the same group if you're wanting to put them into a group while
you're here. We'll review this license allocation information in our review of
the licensing tile on the admin page, so look for that information there. Adding
manually let's you add more personalized information to the user. You can click
'Add Manually' and add the users' first name, last name, email, group, and even set
a password for them. If you're integrated with Google, you'll be able to add people
to Lucidchart straight from your Google instance using the Add by Domain
feature. This will pull everyone with your domain and then show you if each
person currently has a Lucidchart account under the Lucid User column. If
it says Yes, that person currently has a Lucidchart account, and you can invite
them to join your instance. If it says Pending, you've previously sent them an
invitation to join your account. No means they don't currently have a Lucidchart
account, and you can add them directly into your account. If you want to upload
bigger groups of users, you can upload a CSV. Let's do that now.
I'm going to locate my CSV, and as you can see what's great about this file is
that in addition to adding names and emails, I can automatically add
information about users' groups. Just remember when you're done to click Add
to Team. The last thing we'll review in the User tile is how to delete licenses
or users. Let's imagine Andy has left the company. We'll right-click on Andy, then
click delete. This pop-up shows me how many documents Andy has created and how
much storage he's using. The most important thing to remember here is that
deleting the user will also delete all of the users documents. To avoid losing
the documents, you can assign them to a new user (maybe someone else on that
person's team), or to a Lucidchart account owned by an admin. Be aware that when you
transfer the documents, the folder structure will disappear. Instead
everything will be transferred into one folder with the name of the user that
you deleted. Sharing permissions should remain for those documents, but the owner
of the document will switch to the person you transferred the docs to. If
you have any more questions about the user tile in the admin panel, check out
our Help Center article for more step-by-step instructions. Or get in
touch with your customer success manager.