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Getting Started

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Cloudchart: Visualizing Cloud Architectures

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WorkHub

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List: Organizing Workflows

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AI-Powered Features

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Cloudairy Enterprise

Users & Permissions

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User Roles & Permissions SSO Login Process User Invitation Process License Request Workflow User Management Dashboard Best Practices

Billing & Licenses

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Custom Domain Setup Guide

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SSO Configuration Guide

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Prerequisites Configure SAML Settings Set Up Identity Provider Configure User Provisioning Test & Enable SSO Troubleshooting

White-Label Configuration Guide

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Help Center
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Enterprise
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User Roles & Permissions

Cloudairy Enterprise

User Roles & Permissions

The Users & Permissions system provides comprehensive user management capabilities for enterprise organizations. It supports Single Sign-On (SSO) authentication, role-based access control, and flexible license management.

SSO Integration

Seamless authentication through custom branded URLs with SAML/SSO providers.

Role Management

Three distinct roles: Viewer, Editor, and Admin with granular permissions.

License Control

Flexible licensing with automatic allocation and request-based upgrades.

Role Permissions License Type Use Cases
Viewer • View diagrams and documents
• Comment on shared content
• Export read-only versions 		Viewer Stakeholders, reviewers, read-only team members
Editor • All Viewer permissions
• Create and edit diagrams
• Share content with others
• Manage templates 		Licensed Team members, content creators, project contributors
Admin • All Editor permissions
• Manage users and teams
• Configure SSO and branding
• Access admin dashboard
• Manage licenses and billing 		Licensed Team leads, project managers, system administrators

SSO Login Process

Custom Branded URL Access

Users can access the platform through your custom branded URL (e.g., yourcompany.cloudairy.com) and authenticate using your configured SSO provider.

  1. 1. User Access: User navigates to your custom branded URL https://yourcompany.cloudairy.com
  2. 2. SSO Authentication: User is redirected to your identity provider for authentication
  3. 3. Account Creation: If the user doesn't exist, a new account is automatically created with Viewer role
  4. 4. Free User Status: SSO users start as free users and can request license upgrades when needed

Important Note:

Users who login via SSO are automatically assigned the Viewer role and free license status. They can request license upgrades through the admin panel when they need to create or edit content.

User Invitation Process

Admin User Invitation

Company admins can invite new users directly through the admin dashboard, assigning specific roles and teams.

  1. Access Admin Dashboard: Navigate to Users & Permissions section in the admin dashboard
  2. Click "Add New User": Click the "+ Add New User" button to open the invitation modal
  3. Fill User Details:
    User Name: Enter the full name of the user
    Email: Enter the user's email address
    Role: Select Viewer, Editor, or Admin
    Team: Assign to appropriate team (optional)
  4. Send Invitation: Click "Invite" to send the invitation email to the user
  5. License Allocation:
    • Viewer: Free license (unlimited)
    • Editor/Admin: Licensed user (counts against license pool)

Benefits of Direct Invitation

  • Immediate role assignment and license allocation
  • Team organization from the start
  • Controlled user onboarding process
  • Better license management and tracking

License Request Workflow

SSO User License Upgrade

When SSO users need to create or edit content, they can request a license upgrade through the admin panel.

User Side Process

  1. 1. Attempt to Create Content: User tries to create a new diagram or edit existing content
  2. 2. License Required Notice: System shows a notification that a license is required
  3. 3. Request License: User clicks "Request License" button
  4. 4. Select Role: User chooses between Editor or Admin role

Admin Side Process

  1. 1. Review Request: Admin receives notification of license request
  2. 2. Check License Pool: Verify available licenses in the admin dashboard
  3. 3. Approve/Reject: Admin approves or rejects the license request
  4. 4. Admin approves or rejects the license request: User receives email notification of approval/rejection

License Pool Management

Admins should monitor the license pool regularly. When the pool is full, new license requests will be queued until licenses become available or the pool is expanded.

User Management Dashboard

Overview Statistics

The dashboard provides real-time statistics and comprehensive user management capabilities.

25
Total User
18
Licensed Users
0
Pending Requests
7
Free Users

User List Features

Search users by name, email, or role
Filter by role, team, or license status
Edit user details and permissions
Remove users from the organization
View detailed user activity and history

License Management

Approve pending license requests
Reject or revoke licenses
Change user roles and license types
Monitor license usage and trends

Best Practices

User Onboarding
Start users with Viewer role and upgrade as needed
Use team assignments for better organization
Provide clear role descriptions and permissions
Set up SSO for seamless user access
License Management
Monitor license usage regularly
Review and approve license requests promptly
Revoke licenses from inactive users
Plan license pool expansion based on growth

Need Help?

If you're experiencing issues with SSO configuration, our support team is here to help.

Frequently Asked Questions

Yes, SSO users start as Viewers but can request license upgrades to become Editors or Admins. Admins can also directly change user roles through the admin dashboard.

Yes, admins can change user roles at any time. Role changes may affect license allocation (Viewer = free, Editor/Admin = licensed).

SSO users authenticate through your identity provider and start as free Viewers. Directly invited users can be assigned specific roles and licenses immediately.

New license requests will be queued until licenses become available. Admins can either revoke licenses from inactive users or expand the license pool.

Teams can be assigned during user invitation or edited later through the user management dashboard. Team assignments help organize users and control access to shared resources.

Design, collaborate, innovate with Cloudairy

Unlock AI-driven design and teamwork. Start your free trial today

Cloudchart
Presentation
Form
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Task
whiteboard
list
Doc
Timeline

Design, collaborate, innovate with Cloudairy

Unlock AI-driven design and teamwork. Start your free trial today

Cloudchart
Presentation
Form
cloudairy_ai
Task
whiteboard
Timeline
Doc
List