Adding New Vista Cloud Users - LEGACY CLOUDWORKSPACE METHOD

Author: Eric Vasbinder

CRITICAL NOTE - LEGACY SSO METHOD

This method for adding users is our non-Trimble ID SSO method for authentication of users into our cloud. This is our legacy method in our cloud and requires the use of the CloudWorkspace admin portal to manage user accounts. Over time, for production environments, this method will be deprecated and replaced with Trimble ID SSO for all cloud users.

IMPORTANT: Test Environments will still need to use this method as we do not yet support linking multiple Vista instances to Viewpoint ID / Trimble ID SSO.

For users who are using Trimble ID SSO, please see the following URL for instructions on adding users:

High Level Steps

Adding new users into Viewpoint's Vista cloud environments is pretty straightforward, and consists of two major parts:

1. Creating the new user(s) in Viewpoint's web-based Cloud Admin Portal.

2. Creating the equivalently named new users in Vista itself.

These steps MUST be performed in this order, creating the new users in the cloud admin web portal first, followed by creating these users in Vista.

NOTE: This document assumes you have familiarity with the differences between login names used for the web portal / RDP and for Vista's VRL connection method. In addition, you should be familiar with the limitations of usernames in our cloud (e.g. 11 characters). Keep in mind that even though the password will be the same for VRL and the web portal / RDP, the account names are different.

Here is a Vista Cloud FAQ article that will provide more details on this topic: Are there any limitations to usernames in your cloud?

CRITICAL NOTE - ASSIGNING CLOUD ADMIN PRIVILEGES

If you would like to create new cloud admin users (Users who have the ability to create, change, and delete other users) you will need to first use the subsequent steps to create the user, then submit a cloud support case to request that the user be upgraded to have cloud administrative privileges. For compliance reasons, only approved Viewpoint personnel may designate cloud users as admins.

Training for Users in the Cloud

• VRL_MIGRATION_GUIDE

• VRL_CLOUD_TRAINING

The website where you will manage your cloud users is https://viewpoint.partner.manage.cloudworkspace.com

Your username for cloudworkspace will be: USERNAME@COMPANYIDENTIFIER

COMPANYIDENTIFIER is usually in the form of “@domain”, but without the tld (e.g. .com, .com.au, .org, .net, etc.) at the end. E.g. the user with the email of jchapman@somecompany.com would use jchapman@somecompany to log in to the admin portal.

(The password will be the same as above.)

Cloud Admin Orientation Video

Cloud user management is covered in the training above. However, if you would like to view a more detailed course regarding user management, we have a recorded online course that will walk you through the steps to manage, maintain, update, and delete users from your cloud environment, using the tools in our "Cloud Workspace" portal.

The following is a link to the course: https://academy.viewpoint.com/learn/course/external/view/elearning/4393/viewpointone-with-vista-cloud-administration-orientation

User Creation Detailed Steps

1. Creating Users in Cloud Admin Portal

These steps require that you have cloud admin level privileges in your organization. If you do not, please reach out to your cloud administrator (usually your main cloud contact who works for your company, or your IT) to perform these steps.

1. Open a web browser and proceed to the following URL: https://viewpoint.partner.manage.cloudworkspace.com

2. Log in to the cloud admin portal using your non-VRL login name and the same password you use to log in to Vista in the cloud.

   1. NOTE: This will be in the format of username@companyidentifier

      1. Usually the company identifier is your domain name.

   2. NOTE: If you are a cloud admin, you will be sent a verification code as an email or a text message to your cell phone. This will need to be entered on the verification page, which is the next one to display.

3. Once logged in to the cloud workspace, click on the "Users & Groups" tab

4. Next, click "Add/Import".

5. Next, choose whether you want to add one user at a time, or add multiple users as an import of an XLS file.

• We recommend Imports for groups of users above about 5-10, just to save you time.

Adding Users One at a Time

1. Click on the "Add User" Button

2. Enter the values for the user, including the user's name, username (limited to 11 characters maximum), mobile cell phone number, and email address

   1. NOTE: Either a cell phone number capable of receiving SMS text messages OR an email address must be entered. Both may be entered, but at least one is required.

   2. NOTE: If you do not specify a username, the system will calculate one for you. Usernames cannot be changed after user creation, so use this opportunity to create a username in the format of your choice (limited to the requirements above) if you'd like.

3. Leave the other options at their defaults - do not change the checkboxes

4. Click "Add User".

Importing Multiple Users

1. Click Excel Template.

   1. An Excel worksheet automatic download begins.

2. Locate and open the downloaded file.

3. To the Excel file, add cell values as indicated by the column titles.

4. Save the Excel file somewhere you can retrieve it.

5. As indicated on screen, drag and drop the file or click to browse to the file location to select it.

6. The Import Users form displays a count of records included in the file.

7. Click Import.

NOTE: Once your user(s) have been created in the web admin portal for our cloud, you will also need to create the associated Vista users for these new accounts if you desire for them to have Vista access.

2. Creating Users in Vista

Now that we have created users in the cloud admin (web) portal, it's time to create users in Vista for those users that need Vista access. Please note that these new Vista accounts MUST adhere to the VRL format as documented at this URL: https://sites.google.com/trimble.com/vista-cloud-faq/home/moving-to-the-cloud/username-formats-limitations

Use the newly created username from the cloud admin portal as the basis for the new Vista account name.

To set up a Vista user:

1. From the Vista main menu, select Viewpoint Administration > Programs > VA User Profile.

2. Place your cursor in the User Name field and press F4.The System Users Lookup form appears with the Viewpoint Users radio button selected by default.

3. Select the Systems Users radio button.The list refreshes to display system users. These are the user records you created in the Cloud Admin Portal.

4. Locate and select the username.Note: The username shown in the lookup may differ slightly from what the system administrator set up in the online portal. This is due to a system default that converts special characters to underscores and truncates the username length to 20 characters. You cannot change this default.

5. Click OK to accept your selection and close the list.

6. In the User Type drop-down list, select Vista Only.

7. Save the record.

8. Select the Allow Vista Remote Link login check box. This FAQ article provides more details on this topic: How do I turn on VRL access for users (either new or existing)?

9. Complete other fields as desired. Press F1 for information on any field.