Managing User Accounts

Every person who will access a Synthesis repository or receive notification e-mails must have a personalized user account in the database.

In non-secure databases, the software automatically creates an account for anyone who opens the file. Every user has full permissions throughout the database, including the ability to create, edit or delete other user accounts (e.g., so you can modify contact information or send notifications to someone who has not yet had an account created automatically).
In secure databases, the accounts must be created and managed by users with the "Manage users and logins" permission. The security group(s) assigned to each account determines what the user can see and do in the database.

To view and manage the user accounts in a database, choose File > Manage Repository > Authorized Users.

This topic describes how to use the Manage Repository Security window to create, edit or delete/deactivate user accounts. The same window can also be used to apply login security for a standard database and to manage security groups (permissions) for a secure database.

Creating and Editing User Accounts

The Users tab of the Manage Repository Security window displays a table of all user accounts that have been created in the database. You can use the Add or Edit buttons below the table to create or modify individual accounts.

You can also import user accounts from Microsoft Active Directory by clicking the Active Directory button. (See Importing Users from Active Directory.)

Keep in mind the following requirements when creating new user accounts for a secure database:

In order to use Windows authentication, the user must be logged in to a computer with the same domain/username that is defined in the Synthesis user account. If a user needs to connect to a database from a different domain, you can set up alternative credentials that will allow access without domain authentication. (See Creating Alternative Credentials.)
In order to access the database, the user account must be assigned to at least one security group. (If you simply wish to send notifications to the user, a security group is not required.)
For SQL Server databases, the username must be associated with a "SQL Server Login" that allows the database platform to recognize the user and give access to the application database. This can be accomplished with an individual login, a group login or Windows impersonation. (See SQL Server Logins or Using Windows Impersonation.)

Deleting or Deactivating User Accounts

If an account has never been used and you want to permanently remove it, select the account name from the list and click Delete.

In a secure database, you also have the option to deactivate the account instead. This can be used if the account has already been logged in at least once, or if you only want to temporarily suspend access. If you attempt to delete an account that has previously been logged in, you will be prompted to deactivate it instead. If you want to manually deactivate an account:

Select the account name from the list and click Edit.
In the User Login and Contact Information window, clear the Active check box at the bottom of the window and click OK.
When you return to the Manage Repository Security window, select the Show active users only check box to hide the accounts that are currently inactive.

To reactivate the account again later, return to the User Login and Contact Information window and select the Active check box.