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System: Users

View / Edit Users

The following screen is displayed when you choose the "View/Edit Users" link from the Administration menu:

This screen displays the list of users in the system (by default it only shows active users, but you can use the dropdown at the top to view inactive or all users). It shows the following fields:

  • First Name
  • Last Name
  • Username (login)
  • administrative permission status
  • Department
  • Organization
  • Which, if any, external login provider they are using (LDAP, or a login provider like Google or Okta)
  • active status

You can filter the list using the filter row above. When you click the "Filter" button, the list of users will be filtered by the criteria you entered. You can clear the filter selection by clicking the "Clear Filters" button. To sort the list of users, click on the appropriate arrow icon located in the header row of each field (one each for ascending / descending). In addition, the list of users is paginated into groups of fifteen (15). You can step through the different pages by clicking the page numbers at the bottom of the user list.

System administrators and product roles

Note: if a user is a System Administrator, it will force that user to always have the 'Product Owner' role on all their assigned products, regardless of the chosen role. If you disable this option, they will then revert back to their true role.*

Add a new user

To add a new user to the system, click the "Add" button at the bottom of the user list, and a new screen will be displayed that allows you to enter the new user information:

On this screen, you can:

  • enter information about the user, such as their name, email address, and department
  • make the user a portfolio viewer (SpiraPlan only). This controls who can access both the homepages of all portfolios and the enterprise homepage
  • make the user a system administrator
  • create their password, password reset question and answer.
  • if you want the user to be able to subscribe to items in the system as RSS feeds, you can check the "Enable RSS Feeds" checkbox (this will display a GUID token in the text-box)

When creating a new user, you can also set their role for products. A user can be assigned a role to multiple products at once, by checking the required checkboxes in the dropdown list of products. The same role will be applied across all products.

Edit an existing user

In a similar way, to edit the details of an existing user, click the "Edit" hyperlink in the user list box, and you will be taken to the following screen that allows you modify the user details:

On this screen you can edit the first name, middle initial, last name, username, email address, portfolio viewer status (SpiraPlan only - this setting also controls the enterprise homepage access), system administration status, and active status. You can also change the user's password (if the user is managed by SpiraPlan).

If your Spira accounts are managed by an external LDAP directory server, you can edit a user's LDAP information on this page. In LDAP-Managed mode you enter the fully Distinguished Name (DN) for that user in your corporate LDAP server and provide no password. SpiraPlan® will then query your corporate LDAP server for the password information, reducing the number of passwords that a user needs to remember. Please see the sections on Importing LDAP Users and LDAP Configuration for more details.

If a user's account uses an external provider for authentication (like LDAP or Okta) you can unlink the user from that authentication provider on this page. Click the Unlink Account button to display a popup that requires you to add the new security information for that user.

unlink a user from an external provider

Once you have made the necessary changes, click the "Save" button to commit them. If you decide that you want to ignore the changes, click the "Cancel" button and the changes will be discarded.

At the top of the page you can also see information relating to the activity of the user on the system, such as when they last logged in.

In addition, there are three tabs that allow you to add/remove the user from products, update the data-mapping used when synchronizing artifacts that are assigned or created by the current user, and, where relevant, specify whether the user can access the linked TaraVault™ source code management service.

If you click on the "Product Membership" tab you will be shown a list of products that the user is currently a member of:

You can change the role that the user has on the various products, by choosing the appropriate role from the drop-down list and then clicking [Save]. To remove the user from a product, select its checkbox and then click [Delete]. To add a user to a new product, click on the [Add] button and then choose the product and associated role from the list of products on the screen that is displayed:

Then click [Add] to add the selected product(s) to the user's product membership.

To view/change the list of usernames that a user has in an external bug-tracking system, click on the "Data Mapping" tab. This section is used by the SpiraPlan data-synchronization service to map incidents from SpiraPlan to other bug-tracking systems

Please see the SpiraPlan External Bug-Tracking Integration Guide for more details on using the data-mapping tab.

If you click on the TaraVault membership tab, you can choose whether or not the user has access the linked TaraVault source code repository. This service is only available for hosted/cloud instances of SpiraPlan, and more details can be found in LDAP Configuration.

Importing LDAP Users

If your organization already has an LDAP compatible user management system in place (e.g. Windows Active Directory, Novell eDirectory, OpenLDAP, IBM Tivoli, etc.), then instead of having to manually enter users one by one into SpiraPlan®, you can simply import them from your LDAP Server. Before doing this however, you need to first setup the LDAP configuration (see the section on LDAP Configuration below.

Once you have setup your LDAP server configuration in SpiraPlan®, clicking on the "Import Users From and LDAP Server" will bring up the following screen:

This screen lists all the users available in the LDAP server that have not been already imported into SpiraPlan®. The users are listed by name along with their login, email address and fully distinguished LDAP name (DN). You can narrow down the list by entering partial name matches in any of the fields displayed and clicking [Filter] and/or you can sort the results by clicking on the directional arrows in the field headings.

Select the checkbox of any users you want to import and click "Import" to complete the operation. These users can now login to SpiraPlan® and use their existing LDAP login and password information.

Login Providers

You can connect your organization's identity provider for Single Sign On authentication with Spira. This works for both on premise and cloud versions of the application. We currently support integration with Azure AD, Github, Gitlab, Google, Microsoft ADFS, Okta.

On the Provider List page you can see a list of all available providers, their status (active or inactive), and how many, if any, users are logging in to the application using that provider. To configure a particular provide, click the "Edit" button for that row.

user administration login provider list page

On the provider details page you can set a provider to active or inactive. Different providers have different required fields. For your provider, make sure to fill in the required fields with the specific information that the provider generates for you. Every provider needs at least a client id and client secret. For users to be able to login using the provider make sure to set the provider to active and hit Save. This will make sure that the right button shows up on the login screen.

Note that you can only deactivate a provider that does not have any users linked to it.

user administration login provider details page for Google

How to set up a provider to integrate with Spira

Below is a general set of instructions about how to set up the provider and Spira to work together. However, the providers may have changed their process or documentation, so please consult the provider about configuring their system.

  1. Go to the provider details page for the provider in question.
  2. Take note of the "Return URL" at the bottom of the form. You will need to enter this exactly as it appears here into your provider (it is case sensitive)
  3. Login with your admin account to the provider
  4. Create a new application / OAuth access with the provider
    • You will need to provide the homepage / originating URL: this is your main spira domain, e.g.
    • Use the "Return URL" from above in the field called something like return URL, callback URL, redirect URL
    • A guide to set up each provider, and the specific permissions they each need are available here: Azure AD, Github, Gitlab, Google, Microsoft ADFS, Okta
  5. Go back to Spira and enter the information for the required fields into the provider page and hit save.
  6. Test that you can login to Spira using the provider. This can be done in two ways: linking an existing account, or creating a new account. User will only be able to create a new account if users can register for a new account
  7. Start rolling out to your users - in other words encourage / suggest that they hook up their provider account to Spira (each user has to do this individually, it cannot be managed centrally)

Before rolling out the provider to your users be aware that the provider likely communicates to your Spira application over the internet so your users may not be able to log in to Spira if that provider service goes down. Because of this, the root admin is not able to connect to Spira using a provider in this way.

Active Sessions

Often an administrator of the system will want to know how many users are currently logged into the system, especially on installations licensed by concurrent-user. Clicking on the 'Active User Sessions' administration option will display a list of all the users who currently have active sessions in the system:

Each user is displayed along with their user ID, whether they're connected through the application or via a third-party add-on, and the date they last logged-in. The administrator is able to forcibly end a user's session using the 'End Session' link to the right of their name. Clicking this link will result in that user being logged out when they try and perform an operation in the system. Warning: You should make sure that the user is not actively using the system to prevent any unsaved data being lost.

Pending Requests

If you have enabled the ability for users to register for new SpiraPlan accounts themselves, clicking on the "Pending Requests" administration option allows you to view a list of all the outstanding requests for new user accounts:

For each pending user request you can choose to either Approve or Deny the request:

Approve -- clicking this option will approve the user. They will get an email letting them know that they have been approved and can now log into the system.

Delete -- clicking this option will delete the pending user request from the system.

View / Edit Product Roles

Read an overview of how permissions work across the application and all its workspaces.

There are six (6) default product roles that a user may be assigned to a product with:

  • Product Owner -- the same rights as a Manager, but in addition can access the product administration tools
  • Manager -- can see all screens and add/edit all artifacts, but cannot access product administration tools
  • Developer -- can see all screens, but can only add/edit incidents, tasks and tests and change requirement coverage
  • Tester -- can see all screens, but can only add/edit incidents and execute tests. Note: cannot delete incidents, only a Manager can do that.
  • Observer -- can see all screens, but cannot perform any write operations (insert / update / delete)
  • Incident User -- can only view and edit incidents. This user cannot even see the product's requirements, tasks, test cases or releases.

The Special case of user administrator

The System Administrator (with a user id of 1) is automatically added to every product as a Product Owner, and can never be removed as Product Owner, made inactive or made a different role on the product.

You can make changes to the permissions associated with each of these default roles, and also create as many additional roles as you like. To customize the roles in your installation of SpiraPlan®, click on the "View / Edit Roles" link in the Administration menu:

The screen lists all of the roles currently configured in the system (both active and inactive) together with the name, description, and an active flag. You can create new roles by clicking the "Add" button which will create a new default role entry in the list. You can edit the name, description and associated permissions of a role by clicking on the appropriate "Edit" button. You can delete an existing role, by clicking the "Delete" button. Note that you cannot delete any of the default roles, but can instead make them inactive.

Clicking on the edit button will take you to the following screen:

On the top of the screen, you can edit the name, description, product admin, limited view and active flags:

Product Admin -- this flag denotes whether this role has administration-level access to the product (for example the product owner role has this set by default)

Template Admin -- this flag denotes whether this role has administration-level access to the template that controls this product. You can be a product admin, without also being a template admin. However, you cannot be a template admin, without also being a product admin.

Limited View -- this flag denotes that the role has a restricted view of the product, with the user only allowed to see the artifacts that they have either created or been assigned

Active -- This flag denotes if the role is active in the system

Underneath you can specify the various artifact-specific permissions for the role:

These permission options allow you to specify if a user can create, modify, delete or view each of the artifacts in the system. If a user does not have view permissions for the artifact, then the corresponding tab in the system will also be disabled. There are three kinds of Modify permission available:

Modify All -- this option specifies that the user can modify all the artifacts of this type in the product (e.g. the user can edit all test cases)

Modify Owned -- this option specifies that the user can modify only the artifacts in the product that were either created or assigned to this user (e.g. the user can edit only the requirements they created or have been assigned)

Bulk Edit -- this option means that the user can modify items on the artifact list pages and on the various planning boards. This means the user can bypass the workflow restrictions on changing status and the need to enter required fields and electronic signatures. This should be disabled in a system that is being used for a regulated product that requires electronic signatures.

Note: The permission needed to execute a test case is the "Create + Test Run" permission since that initiates the creation of a new test run.

In addition, there are some artifact-wide permissions that can be specified for each role:

This section lets you specify if the role allows users to add new documents to the product, edit existing documents, delete documents, edit the document folders, and view/edit source code revisions.