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Users and Groups

Overview​

Users and Groups is where you manage the entities OpenLM uses to attribute license usage: the people who consume licenses, the groups they belong to, the workstations they work on, and the aliases that tie duplicate identities together. It is also where you clean up stale records and open the usage dashboard.

Finding this in the app

Open the OpenLM Platform app launcher (grid icon, top-right) and select Users → Users and Groups.

Related: Directory Sync · LDAP Connector

Records reach these panels from several sources — manual entry, Directory Sync, the LDAP Connector, the Workstation Agent, license usage, and CSV import — and every grid can be searched, filtered, and exported.

The left navigation is organized into two groups:

  • Management
    • Users — the main list of end users.
    • Groups — organize users and workstations into a hierarchy.
    • Workstations — the inventory of computers.
    • Email aliases — alternate email addresses linked to users.
    • User aliases — secondary accounts consolidated under a primary user.
    • IP range mapping — attribute activity to an office/region by source IP.
    • Cleanup Manager — permanently erase unused records.
  • Reporting
    • Dashboard — embedded user- and project-usage analytics.

The Users panel The Users panel — the default screen when you open Users and Groups

Prerequisites​

Users and Groups is active by default for every account. Most day-to-day actions (searching, filtering, exporting) are available to any signed-in user; creating, editing, importing, and deleting records require administrator permissions.

Users​

The Users panel is the main list of everyone known to the platform. From here you add users, edit their profile data, enable or disable them, manage their group memberships, and attach aliases.

Controls:

  • Top left
    • Add User — open the Add User screen.
    • Disable / Enable — deactivate or reactivate the selected users.
    • Show disabled — include deactivated users in the list.
  • Top right
    • Import records — upload a CSV to add or update users in bulk.
    • Export records — download the list as CSV or PDF.
    • Refresh — reload the list.
    • Filter — turn on per-column filters.
    • Search — find users across username, name, email, source, and default group.
    • Columns menu (⋮) — show or hide columns.
note

The Users grid disables and enables users — it never permanently deletes them. To erase users for good, use the Cleanup Manager.

Add a user​

Users in this grid are monitored users — the people whose license usage OpenLM tracks. They never sign in to OpenLM. To create a sign-in account for the OpenLM Platform UI, use Identity → Users management instead.

  1. Select Add User.
  2. Complete the identity fields at the top of the form. Username, Email, First Name, and Last Name are required. Leave Enable on to activate the user immediately.
  3. Fill in optional details on the General tab: Title, Display Name, Phone, Mobile Phone, Country, Description, Department, and Office.
  4. Select Save. The user appears in the list with the source Manual Entry.

Adding a new user The Add User screen — required identity fields sit above the detail tabs

note

Username is the user's key and cannot be changed after the user is created.

Add a user to groups​

  1. On the Add/Edit User screen, open the Groups tab.
  2. Select Add To Group.
  3. In the Include To Group dialog, select one or more groups and select Add.
  4. Back on the Groups tab, select Set As Default to mark a user's default group (used in reporting), or Remove to detach the user from a selected group.

Adding a user to groups Choosing the groups a user belongs to

Membership changes are staged on the form and saved together when you select Save.

Attach aliases to a user​

The Add/Edit User screen also has User Aliases and Email Aliases tabs, so you can link a user's alternate accounts and email addresses while you edit them. Type or pick the alias, select Add, and save the user. The same associations can be managed in bulk from the standalone User aliases and Email aliases panels.

Edit, disable, or import users​

  • To edit a user, select the Edit (pencil) icon on its row and update any field, then Save.
  • To deactivate users, select their checkboxes and choose Disable (choose Enable to reactivate). These changes apply immediately.
  • To import users, select Import records, choose a CSV, review the preview, and select Import. Matching is by Username — unknown usernames are created, existing ones are updated. Use the Export records to CSV layout as your import template.

Groups​

The Groups panel organizes users and workstations into named groups arranged in a parent/child hierarchy. You can browse groups as a flat grid or as an expandable tree, and inspect the members of whichever group you select.

Two system groups are always present and cannot be edited or deleted:

  • OpenLM_Groups — the root of the group tree.
  • OpenLM_Everyone — contains every user.

The Groups panel in tree view The Groups panel — tree view on the left, the selected group's members on the right

View and inspect groups​

  • Use View By: to switch between Grid view (a flat list of Group, Source, and Status) and Tree view (the group hierarchy). In tree view, expand a node to load its sub-groups.
  • Select a group to populate the right-hand panel, which has two tabs: Selected group users and Selected group workstations.
  • Turn on Show disabled to include disabled groups.

Add, edit, or delete a group​

  1. Select Add Group (or the Edit pencil on a row) to open the Add/Edit Group screen.
  2. Set the Group Name (create only), optionally choose a Parent Group, and set the Enable state.
  3. Use the Users and Workstations tabs to add or remove members, then select Save.
  4. To remove groups, select them and choose Delete, then confirm.
warning

Deleting a group is permanent. Its child groups are unlinked (detached), not deleted. To keep a group but take it out of use, Disable it instead.

Workstations​

The Workstations panel is the inventory of computers known to OpenLM. Each record shows a Hostname, IP, and Source.

The Workstations panel The Workstations inventory

  • Add Workstation — create a workstation manually. Hostname is required, and becomes read-only once the record exists (it is the workstation's key).
  • Delete — remove the selected workstations after confirmation.
  • Import records / Export records — bulk-import from CSV, or export to CSV/PDF.
  • Refresh, Filter, and Search (across hostname and IP) work as they do on the other panels.

DNS resolve schedule and alias merge​

A separate Data Management settings page controls two options, saved together:

  • Resolve workstation name every day — refresh workstation IP addresses from their hostnames on a daily schedule at the time you set.
  • Automatic user aliases merge — as users are created or updated, OpenLM automatically searches in the background for other existing users that match on username and email, and consolidates them under a single primary user — the rest become its user aliases.

Email aliases​

An email alias is an alternate email address for a user. The Email aliases panel manages aliases and their user associations. An alias can be unattached (not yet linked to a user) or attached to exactly one user.

The Email aliases panel The Email aliases panel, showing an alias attached to a user

  • By default the grid shows only unattached aliases. Select Show attached aliases to see all of them.
  • Add alias — create an alias and, optionally, attach it to a user.
  • Attach / Detach — link the selected aliases to a user, or clear their association. Detaching leaves the alias in the system, just without a user.
  • Delete — permanently remove the selected aliases.
  • Import / Export — import aliases from a CSV (the Username and Email columns attach aliases to users), or export the full list to CSV/PDF.

User aliases​

The User aliases panel consolidates a user's secondary accounts under a single primary user, so that all of the alias accounts' license usage is attributed to that one person. The screen has two panes: the left grid lists primary users and how many aliases each has; the right pane shows the aliases attached to the selected primary, plus any system-suggested matches.

The User aliases panel The User aliases panel — primary users on the left, their aliases and suggestions on the right

  • Attach / Detach — link secondary accounts to a primary user, or remove them. OpenLM can also suggest likely matches: select (N suggested aliases) on a row, or Check suggested aliases, to review them.
  • Show primary with available suggested only — narrow the list to primaries that have suggestions waiting.
  • Delete — remove an entire alias grouping for the selected primary users.
  • Export CSV — download the alias mapping.
note

When you attach an alias, the alias account is disabled so that its usage rolls up to the primary user. Detaching it re-enables the account. A confirmation dialog appears before the change is applied.

IP range mapping​

IP range mapping associates a block of IP addresses with an office, country, and region, so OpenLM can attribute activity to a location based on the source IP. These mappings feed location and compliance reporting.

Creating an IP range mapping Defining an IP range mapping — the region is derived from the country

  1. Select Add Mapping.
  2. Enter an Office name, choose a Country (the Region fills in automatically), and enter the IP Range Start and IP Range End. Add an optional Description.
  3. Leave Enabled on and select Save.
  • To take a mapping out of use without deleting it, select it and choose Disable. Disabled mappings are excluded from the compliance report; turn on Show disabled to see them.
  • Delete permanently removes the selected mappings.

Cleanup Manager​

The Cleanup Manager permanently erases unused users, groups, or workstations, filtered by how each record was originally created. It has two tabs: Queue (jobs waiting or running) and History (completed jobs).

The Cleanup Manager The Cleanup Manager, on the Queue tab

Run a cleanup​

  1. Select Run New Cleanup.
  2. Choose a Target Entity — Users, Groups, or Workstations.
  3. Select one or more Entity Creation Sources (or All): Directory Sync, License Usage, Manual Entry, System, Workstation Agent, Legacy, CSV, or API.
  4. Read the warning banner and the Summary, which describes exactly what will be erased.
  5. Select RUN, wait out the mandatory 10-second countdown in the confirmation dialog, then select CONFIRM.

Configuring a cleanup job The Run New Cleanup form — the Summary spells out what will be erased

danger

Cleanup is irreversible — erased records cannot be restored. For Users and Workstations, only records without usage data are erased. For Groups, all groups with the selected source are erased, and any users or workstations inside them are reassigned to OpenLM_Everyone.

To stop a job, select it in the Queue and choose Cancel, or Cancel All to clear the whole queue.

Dashboard​

The Dashboard embeds the User and Project Insights analytics report, giving you a read-only, at-a-glance view of user- and project-related usage for your tenant.

The usage Dashboard The embedded usage Dashboard

The report opens on Group Usage Report, with further tabs for Project Usage Report, Project Report, and User Details. Use the filters on the left — date range, Server Name, Vendor, License Type, Feature Name, Software Name, and more — to focus the visuals. When no usage has been collected for the selected filters, the visual shows No data.

note

The Dashboard is available on the OpenLM cloud platform. All of its content is read-only.

Last updated on by Maria Gilca