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AUTHOR: John Semel

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How to set up roles in Autodesk Account

If you have a mix of products with single- and multi-user access or purchased online and from Microsol Resources, you might manage your users in classic user management as well as new user management. When you manage users in both places, it’s important to understand the different admin roles and responsibilities.

  • How do I know if I have both user management views?
  • Different admin roles for each view
  • Each view is independent
  • Comparison of administrative roles and responsibilities

How do I know if I have both user management views?

If you see By UserBy Product, and Classic User Management in the left navigation, your account has both views.

Autodesk Account user management menu


Different admin roles for each view

Each view has different administrative roles:

  • User Management (by User or by Product) – Primary, secondary, and SSO admins
  • Classic User Management – Contract managers and software coordinators

Each view is independent

The two user management views are independent of one another.

  • When you add users to classic user management, they are only added to classic user management.
  • When you add users by User or by Product, they are not added to classic user management.
  • When you change the contract manager, you don’t change the primary admin and vice versa.
    Note: If you change the contract manager online, the new contract manager is added as a secondary admin.
  • When you change the software coordinator, you don’t change any of the secondary admins and vice versa.

Comparison of administrative roles and responsibilities

The following table compares the different administrative roles and their responsibilities.

View Role Description
New Primary Admin By default, the contract manager (or owner), is also assigned as the primary admin.

Primary admin rights:

  • Manage users and their access to products.
  • Assign secondary and SSO admins and change the primary admin.
  • Can only manage billing and renewal if they are also the contract manager.
  • Manage single sign-on (SSO).

Additional information:

  • The primary admin role can be reassigned. For details, see Primary Admins.
    Note: Changing the primary admin does not change the contract manager (and vice versa).
  • There can only be one primary admin per team.
Secondary Admin Secondary admins assist with user management.

Secondary admin rights:

  • Manage users and their access to products.
  • Assign additional secondary admins and change the primary admin.
  • Can only manage billing and renewal if they are also the contract manager.

Additional information:

  • You can have more than one secondary admin. For details, see Secondary Admins.
  • Secondary admins are not assigned by contract and, therefore, have visibility into all users and products in the account.
  • The contract manager is initially assigned as a secondary admin.
  • There can only be multiple secondary admins per team.
SSO Admin SSO admins assist with managing and configuring SSO.

SSO admin rights:

  • SSO admins have the same rights as secondary admins, but can also manage and configure single sign-on.
  • SSO admins are not able to see contract details in Autodesk Account.

Additional information:

  • You can have more than one SSO admin.
  • You can change the SSO admin in Autodesk Account. For more information, see SSO Admins.
Classic Contract Manager The person who purchases the product is the contract manager (owner), however, you can reassign the role later.

Contract manager rights:

  • Receives confirmation email.
  • Manages users and their access to products.
  • Assigns a software coordinator.
  • Manages contract renewal and billing.

Additional information:

  • There can be only one contract manager.
  • Contract managers can be assigned to more than one contract.
  • You can change the contract manager online. When you change the contract manager, they are also assigned the role of secondary admin. To change the contract manager, go to Contract Managers.
    Note: Changing the contract manager does not change the primary admin (and vice versa). To make the new contract manager the primary admin as well, see Primary Admins.
Software Coordinator The contract manager assigns a software coordinator to assist with managing users and product updates.

Software coordinator rights:

  • Receives emails about downloading new releases and updates.
  • Manages users and their access to products.

Additional information:

  • There can be only one software coordinator.
  • Software coordinators are assigned by contract and, therefore, only have visibility into that contract’s users and products.
  • Software coordinators can be assigned to more than one contract.
  • To change the software coordinator, contact our support team.
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How to Manage Groups in Autodesk Account

Groups allow you to organize and assign products to multiple people at one time.

Instead of assigning your users to products one by one, you can organize them into groups and manage them by role such that each group is assigned access to the same products.

For example, if you name a group of Architects you can assign AutoCAD and Revit to the group. A group of civil engineers could be assigned Civil 3D and Navisworks Manage.

Note: Groups are not supported in classic user management.


Groups and Teams

Groups are not the same as teams. Every organization has at least one team. Multiple teams help larger organizations manage subscription contracts and data. Groups are not shared between different teams. If you have a group with the same name in different teams, the groups are managed separately.

Create a group

  1. Sign in to your account and go to User Management > By Group.
  2. Click Create Group.
  3. Enter a name for the group and click Create group.

After creating a group, you can add users and assign products.

Add users to a group

  1. Sign in to your account and go to User Management > By Group.
  2. Select a group.
  3. Click Add Users.
  4. If you have a large team, start typing a user name or email in the search box.
  5. Select one or more users and click Done.

Only existing users can be added to a group. However, when inviting new users, you can assign existing groups. See Add users in Autodesk Account.

You can assign groups to guest users in user details.

Assign products to users in a group

When assigning products to a group, you must have enough seats available for all the members of the group.

  1. Sign in to your account and go to User Management > By Group.
  2. Select a group.
  3. Click View Assignments.
  4. Locate a product and click Assign.

If a group member was individually assigned to a product, an extra seat is not assigned to the group. Only one seat is consumed per user.

Rename a group

  1. Sign in to your account and go to User Management > By Group.
  2. Select a group.
  3. Under Actions, click Rename Group.
  4. Enter a new name and click Save Changes.

Delete a group

  1. Sign in to your account and go to User Management > By Group.
  2. Select a group.
  3. Under Actions, click Delete Group.

Users assigned to products individually continue to have access. Group management does not affect individual product assignments.

Directory Sync

If your team is configured for single sign-on (SSO), you can sync your organization’s directory with groups in your Autodesk Account.

Instead of adding users to a group manually, a synced group is automatic. To set up SSO and directory sync, see the enterprise user management configuration guide.

Check synced groups status

  1. Sign in to your account and go to User Management > By Group.
  2. Click Create Group.
  3. Click Synced. If the Synced option is not available, see How to set up your Premium plan.
  4. If your organization’s directory is not synced, primary and SSO admins can set up Directory Sync in team settings.

Following the initial setup, secondary admins can assign products to synced groups.

 

If you still have unanswered questions or need help with setting up your Autodesk Account, you can reach out to our technical support team. Our team is here to help.

 

CONTACT US FOR SUPPORT

 

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How to Manage Teams in Autodesk Account

When you keep subscriptions and users in separate lists, teams help you organize subscriptions and users according to company divisions, projects, work, or any other organizational need. You can delegate admins to manage specific teams of users, track renewals back to users, and analyze product usage by teams.

Organize team subscriptions and team users efficiently through Autodesk Account.

  • Organize according to company divisions or regions.
  • Delegate admins to manage specific teams of users.
  • Track renewals back to users.
  • Analyze subscription usage by team

For more information, see the Autodesk Account teams FAQ. If you’re using cloud products such as BIM 360, BIM 360 Docs, or Shotgrid, see Manage Autodesk Account teams with BIM 360 subscriptions for additional information.

Use teams to organize your subscription and usage data across larger organizations. If you are looking for ways to organize users and assignments, consider using groups instead.

Note: Teams are not supported in classic user management.


Overview

 


Create a team

When you get a contract or subscription for the first time, a new team is automatically created. But you can move the subscription to a different team or create a new team at any time.

To create a new team

  1. Go to User Management > By User or By Product.
  2. Click the gear icon to open Team settings.Team settings icon in Autodesk Account user management
  3. From the Actions menu, select Create Team.
  4. Enter a name for the team and click Create Team.

Note: If you’re using cloud products such as BIM 360, BIM 360 Docs, or Shotgrid, see Manage Autodesk Account teams with BIM 360 subscriptions for additional information.

 


Rename a team

By default, the team name includes the name of the initial primary admin assigned when the team was created. But you can give your team a more meaningful name.

  1. Go to User Management > By User or By Product.
  2. Select a team.
  3. Click the gear icon to open Team settings.
  4. Click Rename.
  5. Enter a new name and click Save Changes.

 


Delete a team

Currently, it is not possible to delete a team from your account in Team Settings.

The primary admin should move all subscriptions to a different team and contact support.

 


Add a user to a team

The process for inviting users and granting access to products Is the same for team members as It Is for individual users. You can add as many team users as you need. Adding users to a new team doesn’t remove them from existing teams.

Note: The subscription owner is automatically assigned a seat. If the owner doesn’t use the product, reassign that seat to the team.

  1. Go to User Management > By User or By Product.
  2. Select a team.
  3. Click Invite Users.
  4. Add and assign users.

 


Assign an admin to a team

You can assign one primary admin and multiple secondary admins to a team, and they can be assigned to more than one team. Initially, the subscription owner (the purchaser) is the primary admin.

To change a team’s primary admin

Note: Only a secondary admin can become a primary admin.

  1. Go to User Management > By User.
  2. Select a team.
  3. Select the user you want to designate as the primary admin.
  4. Click Change Role.
  5. Select Primary Admin and click Save.
  6. Click Reassign Primary Admin to confirm the change.
    The existing primary admin becomes a secondary admin.

To assign a secondary admin to a team

  1. Go to User Management > By User.
  2. Select a team.
  3. Select a user to designate as a secondary admin.
  4. Click Change Role.
  5. Select Secondary Admin and click Save.

 


Add products and subscriptions to a team

If you buy a subscription that’s added to an existing contract, it automatically goes to the team that manages that contract. If you add a subscription that creates a new contract, it’s added to a team as follows:

  • If the purchaser is not a primary admin for any team, a new team is automatically created for the subscription.
  • If the purchaser is the primary admin for a single team, the subscription goes to that team.
  • If the purchaser is the primary admin for more than one team, the subscription goes to the newest team.

If needed, you can move the subscription to a different team. See how to move a subscription to a different team below.

If you add seats to an existing subscription or contract, those seats stay in the same team as the rest of your subscription or contract.

The subscription owner is automatically assigned a seat. If the owner doesn’t use the product, reassign that seat to the team.

BIM 360 users – See Manage Autodesk Account teams with BIM 360 subscriptions for additional information.

 


Move a subscription to a different team

Only the subscription owner can move a subscription to a different team. Moving a subscription doesn’t move the users or assignments. Users who were assigned to the product in the previous team aren’t moved automatically with the subscription.

Note: Only unassigned seats can be moved to a different team. See Unassign users by product to make seats available before moving.

To move a subscription

  1. Go to User Management > By User or By Product.
  2. Select a team.
  3. Click the gear icon to open Team settings.
  4. From the Actions menu, select Move Subscriptions To This Team.
  5. Find the subscription you want to move and click Select.
    Note: If moving the subscription results in over-assigned seats, the Select button is dimmed. Hover over Select to see how many seats you need to unassign. See Unassign users by product for instructions.
  6. Review the selection and click Submit.
  7. Click Done to close the window.

When to contact support to move a subscription

If any of these cases, contact Autodesk support to move a subscription to a different team:

  • You’re not the subscription owner.
  • You have a Pay Per Use subscription.
  • You have a Premium subscription and SSO is enabled.
  • The subscription is associated with a BIM 360 site.

 


Determine which team a subscription belongs to

  1. Go to Billing and Orders > Contracts.
  2. Select a product. The team name appears in the Teams column at the bottom of the page.
    Note: Currently, only customers who subscribe through a reseller can see this information in their account. Support for online subscribers is coming soon.

 


Report on usage by team

  1. Go to Reporting > Seat Usage.
  2. Select a team.
  3. Select a time range and the report appears. For more information about report settings, see Seat usage reporting.
  4. Click Export As CSV to download the data to a spreadsheet.

 


Flex tokens and teams

Like any subscription, when you purchase Flex, a new subscription is added to the default team and tokens from the purchase are added to the team’s token balance. Flex tokens closest to expiration are consumed first.

If you manage multiple teams, check that the Flex subscription has been added to the correct team after each purchase. If it is not, move the Flex subscription to the desired team. When moving a Flex subscription, all remaining tokens with the same subscription ID are moved to the new team.

For more on Flex, see How to set up Flex.

 

If you still have unanswered questions or need help with setting up your Autodesk Account, you can reach out to our technical support team. Our team is here to help.

 

CONTACT US FOR SUPPORT

 

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