Creating and editing users

This section shows how to create and edit user accounts, reset user passwords, and change users' login accounts.

Creating users

To create a user in M-Files Manage:

  1. Log in to M-Files Manage at https://manage.m-files.com.
  2. In the top-right corner of the user interface, select Create ().
  3. Select Create user.
    Result:The Create user dialog is opened.
  4. Select the authentication method.
    Note: When you create a user with Microsoft Entra ID authentication, the username in M-Files Manage must match the user principal name (UPN) in the user's Entra ID home tenant.

    For more information, see Authentication methods.

  5. Enter the user information.
    Setting Description Example value
    Full name Enter the user's full name. Jane Doe
    Email Enter the user's email address. [email protected]
    Username When you enter the email, the username is pre-filled. You can change it if necessary. jane.doe
    License type See the descriptions in User licenses. Named
    Vault access Select a vault to which this user will have access. You can give access to one or more vaults.
  6. Select Create.

Editing users

To edit users in M-Files Manage:

  1. Log in to M-Files Manage at https://manage.m-files.com.
  2. Go to Users > Internal users.
  3. In the list of users, select a user.
    Result:The User information page is opened.
  4. Select the three-dot menu () and select Edit user information.
  5. Edit the user information.
    For information about User role in M-Files Manage, see Giving access to M-Files Manage.
    Note: Some fields cannot be edited.
  6. In the lower-left corner, select Save.

Resetting user password

If the user uses M-Files authentication, their password can be reset in M-Files Manage.

To reset a user's password:

  1. On the User information page, select the three-dot menu ().
  2. Select Reset user password.
M-Files sends the user an email with instructions on how to set a new password.

Changing a user's login account

If there is a need to change the user's login account for example because of a name and email address change, do these steps to keep the user history and the user's personal settings.

  1. Log in to M-Files Manage at https://manage.m-files.com.
  2. Create a new user in M-Files Manage, but do not give any vault access yet.
    This adds the login account to the subscription. For instructions, see Creating users.
  3. Use M-Files Admin to change the login account for the user in each vault that the user has access to. For instructions, refer to Changing the Login Account of a User in the M-Files user guide.
  4. Ask the user to log in to M-Files with the new credentials.
    1. Reset the user password in M-Files Manage if necessary.
    Result:Their previous user history and personal settings in the vaults are available.
  5. After the new credentials have been verified, disable the old user account in M-Files Manage.
    1. On the User Information page, select Disable user from subscription.
    2. In the confirmation dialog that is opened, select Disable.

Managing users with a CSV file

You can also edit users with a CSV file. You can export the user list, edit it, and import it back to M-Files Manage.

When you edit the CSV file, make sure that you follow these guidelines so that the file can be imported correctly:

  • Do not edit the title row.
  • Do not change Account type.
  • Valid license types are Named, Concurrent, Read only, and No license.
  • Valid user roles are No Role, Billing Admin, Access Admin, and Subscription Admin.
  • Valid states are Enabled, Disabled, Added, and Deleted.
    Note:
    • Create only users who use Microsoft Entra ID authentication. If you use a CSV file to add users who use other authentication types, those users do not receive an email to create a password.
    • Currently, you cannot edit vault access with a CSV file.
    • The CSV file must be under 100 KB.

To edit users with a CSV file:

  1. Log in to M-Files Manage at https://manage.m-files.com.
  2. Go to Users > Internal users.
  3. In the Enabled users section, select Export.
    Result:A CSV file is downloaded on your device.
  4. When you have done the edits to the CSV file, select Import.
  5. Drag the CSV file to the upload area or select Browse files to upload the file.
  6. Select Continue.
  7. Make sure the changes are correct and select Import.
    Result:The changes are imported to the Enabled users table.