User Management
This documentation is intended for Customers who have already migrated to using Autodesk Accounts. For more information on the Migration process, see the Migration Overview Documentation.
Contents
- The People page
- Create People and Invite Your Team
- Reset passphrase/password
- Autodesk Identity Account Locked
- Updating Your People
- Error Message Guidance
- More User Management Resources
The People page
The People page is where you manage all your User Accounts, and find the details for all of the Users for your studio. In licensing terms, these are the User accounts under your subscription. Each Person has a Name, Login, Status, Password, and ideally, a Thumbnail. From this global page, you can add new people to your Flow Production Tracking site. From a Project-specific People Page, you can see all the same information filtered down to just the people assigned to that Project.
Managing Your People and Seats
You manage your people from your Flow Production Tracking site People page, and manage your subscription and seats from your Autodesk account: https://manage.autodesk.com/. More specifically, User management and seat/license assignments are all done on your Flow Production Tracking site's People page, and not within your Autodesk Account (https://manage.autodesk.com/).
Each User is either active or disabled. Active users have access to Flow Production Tracking and count towards seats specified in your subscription. When you deactivate a User in Flow Production Tracking (select the disabled status), and that person is not active on any of the other sites of that team, then that User no longer counts towards a seat in your subscription. In the case of single-use licenses, it becomes available for someone else to use. Subscriptions and seats are managed by an Admin from https://manage.autodesk.com/billing/subscriptions-contracts. On your People Pages, you will see a count of how many seats are available and how many you have total in your subscription—in sync with your Autodesk Account subscription.
Access to a Flow Production Tracking site can only be granted by a Flow Production Tracking site Admin. Assigning a license within your Autodesk account (https://manage.autodesk.com/) does not result in giving access to a Flow Production Tracking site. Instead this needs to be managed from your Flow Production Tracking site People page.
The number of seats used and available covers usage from all the sites on that team. Assigning licenses directly in the Account Admin may result in unused licenses for Users who will not have access to any sites.
You will need Administrator permissions to manage your subscription and see the seat count available on a People page. The Access Admin Functionality controls this visibility. Administrators, by default, have this enabled.
Flow Production Tracking Subscriptions, Licensing and Teams
- For licensing, a Flow Production Tracking site will use the subscriptions from the team it was linked to.
- One site can only be linked to one team; however, a team can have many sites.
- All sites under the same team will get licenses from that team's subscriptions.
- A user active on multiple sites that are connected to the team will only require one license to access those sites.
- For token-flex, one user active on multiple sites on the same day will only use tokens one time for that day.
Bring-your-own-license is not supported.
Learn more about Autodesk Teams here.
Troubleshooting with the User Status Diagnostic Tool
Sometimes synchronization between Autodesk systems and Flow Production Tracking may arise with user statuses which can present discrepancies in user statuses. The Flow Production Tracking User Status Diagnostic Tool is designed to help Flow Production Tracking site Administrators resolve these status discrepancies.
From the People Page, Admins can access the User Status Diagnostic Tool by selecting Check for un-synced users next to subscription seats available and in use on your Flow Production Tracking site.
The User Status Diagnostic Tool will analyze the status of all users registered on a site.
Running diagnostics typically takes up to a couple of minutes.
If all the users are synced, a success message will be displayed.
If something goes wrong with the analysis, an error message will be displayed, asking the Admin to run the analysis again.
If there are un-synced users, a window of all the un-synced users will be displayed. The name, login, and email will be displayed for each user, as well as the automatically suggested status (active / inactive). You can manually override the automatic suggestion by selecting the desired status.
When manually overriding a status, a blue dot will appear next to the status, indicating your manual update. The total number of overrides is listed in the bottom left corner.
When ready to sync the statuses, select Resolve errors (#).
If the users are resolved successfully, a success message will be displayed.
If something goes wrong with the sync, you will see an error message displaying that there are still un-synced users, and you will be guided through repeating the process again until all user sync issues are resolved.
For more information, see Autodesk User Management.
Permission Group
Each user belongs to a single Permission Group. The Permission Group determines what the user can (and can’t) see and do in Flow Production Tracking. The default Permission Groups are Admin, Manager, Artist, Artist (Cut Publisher), and Vendor. If desired, you can tweak the settings and/or create new groups to provide special access for Supervisors, Executives, Vendors, etc. See the Permissions topic to learn more.
Projects
Add a Project name to the Projects field on a Person to link them to that Project. This will allow the User to access that Project’s data if you do not have See all Projects enabled under Advanced Permissions.
Project Field
Permission that drives Project visibility
Create People and Invite Your Team
To add someone to your Flow Production Tracking site from the People page, click + Person in the top menu, fill out the form, and click Create Person.
You can also import your People via the importer.
These are the typical attributes you'll need to specify:
- First Name and Last Name: The name of the Person you want to add.
- Email: This is where we'll send the welcome invitation, any subsequent email notifications.
- Permission Group: Choose from the predefined list.
- Projects: If you already know which Project(s) a User needs access to, you can link them at creation time.
Flow Production Tracking will email the new Person upon creation with a welcome message and information on how to log in.
Admins can also monitor when Users have created an Autodesk Account via the People field Autodesk Account Status which is filterable. The status Created means that the User has created an account successfully and can log into the Flow Production Tracking site, while Pending outlines that the User still needs to create an account or log in to the Flow Production Tracking site using their existing Autodesk Identity.
Creating a user with a disabled status requires a manual assignment of an Autodesk ID account; meaning, the new user's email must either match an existing Autodesk ID account, or if the user doesn't already have an Autodesk ID account, they will need to create one via https://profile.autodesk.com/.
Accepting the invitation
When an Admin creates a new Person in Flow Production Tracking, the new User will receive a welcome email that includes a clickable invitation link. When the User accepts the invitation, Flow Production Tracking will then guide the User through either creating a new Autodesk Identity account or signing in with an existing Autodesk Identity account. Autodesk Identity will give them access to log into their Flow Production Tracking site(s).
| Invitation for creating a new Autodesk Account | Invitation when using an existing Autodesk Account |
|---|---|
 |
 |
Invitations are valid for 7 days (this cannot be configured). If an invitation has expired after 7 days, an Admin can send the a User a new invitation through the Password field by selecting Reset Password.
Creating a new Autodesk Account
After selecting "ACCEPT INVITATION" from the invitation email, Users will be directed complete their Autodesk Identity Account. After creating an account, they will be directed to their Flow Production Tracking site after logging in.
Users can manage their Autodesk Accounts from https://profile.autodesk.com/, accessible through a couple of places:
- The User Settings menu by selecting your email address.
- Account Settings under the User Settings menu in Flow Production Tracking.
Signing in with an existing Autodesk Identity Account
After selecting "ENTER SITE" from the invitation email, Users will be directed to log in with their existing Autodesk Identity Account. Autodesk will guide them through the login steps where they will be directed to their Flow Production Tracking site after logging in.
Users can manage their Autodesk Accounts from https://profile.autodesk.com/, accessible through Account Settings under the User Settings menu in Flow Production Tracking.
Reset passphrase/password
The Flow Production Tracking passphrase is used to enable a User's Personal Access Token. This Legacy Login Passphrase is independent from Autodesk Identity credentials and is used to access the Flow Production Tracking API and legacy products.
When a User forgets their legacy passphrase, they can request a passphrase reset from an Admin, or they can visit their Flow Production Tracking URL with /user/forgot_password added to the end of their Flow Production Tracking URL: http://mystudio.shotgrid.autodesk.com/user/forgot_password (example: get-started.shotgunstudio.com or http://get-started.shotgrid.autodesk.com/user/forgot_password]/user/forgot_password—where you replace get-started with your Flow Production Tracking specific site name).
If an Admin initiates the password reset process for Users on their site via the People page, they use the Password field.
Locate the User's record in Flow Production Tracking.
Display the Password field if it isn't already.
Select Reset Password.
Select Save.
This will send an email to the User with a link that guides them through the process of creating a new passphrase.
Autodesk Identity Account Locked
If a User has too many failed login attempts, their account will be locked for 30 minutes, and they will be presented with the option to reset their password.
A Flow Production Tracking Admin cannot unlock a locked Autodesk Identity account, and neither can the Support team. The user must wait 30 minutes and/or reset their password.
Updating Your People
The following fields are initially configured by an Admin and can be updated via each person's Autodesk Profile page (AKA the Autodesk Accounts Portal page):
- First Name
- Last Name
- Name
However, Admins can configure their site to not sync user profiles with Autodesk Identity via the Sync user profile with Autodesk Identity setting under Advanced Preferences in Site Preferences.
By selecting No, do not sync user profile with Autodesk Identity, Admins can update the Name field for People on their site.
Updating Emails
Email addresses are tied specifically to a person's Autodesk Identity Account. Only one email address can be associated with each Autodesk Identity account. That source email address is reflected in Flow Production Tracking.
Enabling or inviting a user in Flow Production Tracking initiates a lookup in Autodesk Identity using the address in the email field on the person's record. If the specified email is not yet bound, an Autodesk Identity User is created for the user and then linked to the Flow Production Tracking record.
There are three methods to change a person's email. Use the following flowchart to determine which one to use.
If you are changing the domain of all email addresses, contact Autodesk Support for further guidance.
Fixing an email
Email addresses are tied specifically to a person's Autodesk Identity Account. Only one email address can be associated with each Autodesk Identity account. That source email address is reflected in Flow Production Tracking.
You fix an email when the email entered in Flow Production Tracking is wrong. This happened because the wrong person was invited, a non-existent email was used, or simply because there's a typo in the email address.
- In Flow Production Tracking, open the People Page.
- Open the person's record, and disable them.
- Edit the email address in the Email field.
- Update the person's status back to Active.
Updating an email without SSO
Email addresses are tied specifically to a person's Autodesk Identity Account. Only one email address can be associated with each Autodesk Identity account. That source email address is reflected in Flow Production Tracking.
As a Flow Production Tracking administrator, you can correct an email address easily: see Fixing an email.
But if a Flow Production Tracking user needs to update their email, they can do so using the Autodesk Profile page. You only intervene if the Flow Production Tracking user is currently inactive.
To update a non-SSO email:
The person edits their email in the Autodesk Profile page.
A link is generated to confirm the new email address.
Using the link, the person confirms their email address.
The person signs out and back in Flow Production Tracking.
The email address in Flow Production Tracking updates automatically. For sites bound to a subscription, this happens a few minutes after the update is made in the Autodesk Account. For trial and Educational sites, it happens the first the user signs back in Flow Production Tracking.
If the person is currently inactive (Disabled) in Flow Production Tracking, their email does not update automatically and the person cannot sign in Flow Production Tracking. As an administrator, you have to update their email manually:
As site administrator, edit the email address in the Email field in Flow Production Tracking of that person's record.
Set the Person status to Active in Flow Production Tracking.
The person can now sign in Flow Production Tracking.
To modify their email addresses, the Person must update their Autodesk Identity account through Autodesk Profile page. By trying to update their email in Flow Production Tracking, you may unintentionally create a new Autodesk Identity user bound to the new email. That newly created user will effectively block the email update intended for the original user. This can only be fixed by contacting the Autodesk Support team.
Updating an email with SSO
Email addresses are tied specifically to a person's Autodesk Identity Account. Only one email address can be associated with each Autodesk Identity account. That source email address is reflected in Flow Production Tracking.
As a Flow Production Tracking administrator, you can correct an email address easily: see Fixing an email.
But if a Flow Production Tracking user needs to update their email where SSO is enabled, the person's email address must be updated in their corporate environment. The exact details and procedures will vary from company to company. You only intervene if the Flow Production Tracking user is currently inactive.
To update an SSO email:
The person signs out of their Autodesk Identity Account.
You then have the SSO Admin edit the email address in the corporate environment (such as Active Directory).
The person signs back in their Autodesk Identity Account.
The Autodesk Identy Account is updated when they sign in.
The person signs out and back in Flow Production Tracking.
The email address in Flow Production Tracking updates automatically. For sites bound to a subscription, this happens a few minutes after the update is made in the Autodesk Account. For trial and Educational sites, it happens the first the user signs back in Flow Production Tracking.
If the person is currently inactive (Disabled) in Flow Production Tracking, their email does not update automatically and the person cannot sign in Flow Production Tracking. As an administrator, you have to update their email manually:
As site administrator, edit the email address in the Email field in Flow Production Tracking of that person's record.
Set the Person status to Active in Flow Production Tracking.
The person can now sign in Flow Production Tracking.
Error Message Guidance
Issue: After adding a new user and trying to activate them, Flow Production Tracking returns the error: TRANSACTION ABORTED read failed (reason_code ): Unknown server error.
Cause: The user has no assigned seat linked to the site’s team in Autodesk account and the user might be created with the status set to disabled. When a user is created in Flow Production Tracking, a seat will be automatically assigned, but if the user already exists but is disabled, the seat must be assigned manually before setting the status to active.
Solution: How to assign a seat to a user in the Autodesk Account?
- Access the Autodesk account as the site’s primary or secondary Admin.
- Select User Management > By Product.
- Select Flow Production Tracking to view currently assigned users.
- To add users, select Assign Users.
- Enter the user’s email address and select Assign.