Administer Users

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Subscription and workspace administers can manage the users and their teams within their Rally subscription, as well as setting up password policies. Administering users includes the following:

View remaining licenses

On the Users page, the count of remaining licenses displays next to the + Add New button.



The remaining licenses does not include disabled users.

If the license information is unavailable from the server, the message Unable to retrieve licensing information displays.

Manage users

Use the users page to administer all users for your subscription. You must be a subscription or workspace administrator (with create user permissions) to manage users.

Managing users includes:


From the Users tab, the subscription administrator can:

  • Select a Quick View: Choose one of the following:
    • All Users: All users included your Rally subscription regardless of workspace assignments.
    • Users by Workspace: All users assigned to the workspace. Select a workspace from the Users drop-down list.
  • Sort users: Click the User Name, First Name, or Last Name heading to sort in ascending or descending order.
  • View all users: View authorized users in the subscription and users' Subscription Admin value.
  • View user details: Click the name of any user to view more detail about the user or to change a user's password.
  • Edit a user: Click the gear icon to update or change any user-related setting.
  • Delete a user: Select the gear icon to delete a user from the subscription.
    Note: If you have disabled the Allow enhanced user capabilities through Web Services option in your subscription configuration, you will receive an error message. Click on the username to go to the detail page of the user, then select Actions → Delete.
  • Set page size for the User summary page: Specify the number of records to display per page at the bottom of the page.
  • Print users: Click the Actions button, then click Print. You can specify a title and subtitle.
  • Export the users in a spreadsheet: Click the Actions button, then click Export as CSV.
  • Set users as active or inactive: Select the Disabled option from the Edit User page to temporarily inactivate a user. Inactive user names display with a lighter font in Rally (drop-down menus are an exception).
  • Inline edit user fields: Double-click on a field to change data without opening the full editor window. This option is available for most fields displayed on the page, except for User Name, Permission, and read-only fields.
    Note: If you have disabled the Allow enhanced user capabilities through Web Services option in your subscription configuration, inline editing will not work.

Add users

  1. Click the + Add New button at the top-left area of the page.
  2. Do one of the following:
    • Enter a name in the User Name field and press Enter.
    • Click the Add with Details button.
  3. On the Create User page, complete the User Name and Email Address fields (required) and any other necessary fields.
  4. Click Save.

Note: Need to create multiple users? You can use the Rally Add-In for Excel to create several users and set project permissions in a single step.

An e-mail containing login instructions is automatically sent to the email address associated with the user.

Change user names

Subscription administrators can edit or change the login user name of an existing Rally user. This makes it easy to accommodate changes in a user’s email addresses and maintain all of a user’s history and associations with Rally work items. The Rally login user name does not need to be the same as the email address of the Rally user.

You cannot change the user name of an inactive user.

To change the user name:

  1. Click the gear icon next to the user you want to change, then select Edit.
  2. Enter the new user name.
  3. Click Save.

The user name must be entered as an email address. Rally recommends using a valid email address for each of your users. The address must have a minimum of one character before the @ and at least one character before and after the dot in the address. The field is alphanumeric, limited to 254 characters in length, and allows the special characters of @, ., ?, and _. This field is not case sensitive.

Delete a user

Deleting a user removes the user from:

  • The listing on the users summary page
  • The Owner drop-down listings on all work item summary pages

TIP: Instead of deleting a user, inactivate the user and re-activate at any time. Select the Disabled checkbox on the Edit User page and click Save.

Before you delete a user, you need to re-assign the work items owned by the user:

  1. Filter all work products based on the user you want to delete.
  2. From the Actions button, select Multi-edit.
  3. Select a new name from the Owner drop-down list to re-assign the work items to a new owner.
To delete a user:
  1. Click the gear icon next to the user you want to change, then select Delete.
  2. Click OK at the prompt.

    Note:

    • There is no undo function after you delete a user.
    • If you have disabled the Allow enhanced user capabilities through Web Services option in your subscription configuration, you will receive an error message. Click on the username to go to the detail page of the user, then select Actions → Delete.

View last login date

Subscription and workspace administrators can effectively manage licenses by viewing the last login date of users. Login dates are available from June 1, 2010 forward. Users that have never logged in will have an empty grid value.

To view the last login date of users:

  1. In Users, click the Columns drop-down.
  2. Select Last Login Date.
  3. Click Apply. Click the column header to sort by either current or oldest login dates.

Note: For users who continuously extend their session, the original login date will display.

You can generate a usage report (.csv) from the Users page that details the login activity for a subscription. From the Page Tools menu, select Export as CSV. Inactive users are not included in the report.

Change user passwords

If email-dependent features are enabled, the subscription administrator may prompt a user to change their password by automatically sending an email with instructions guiding the user to log on using a new password. Once a password has been changed, the user cannot use the previous password as a new password.

Note: You cannot change passwords for inactive users.

To automatically change the password:

  1. Click the gear icon for the user and select Edit.
  2. Click the Did the user forget their password? check box.
  3. Click Save.

Reset a password

If email-dependent features are not enabled in your subscription, you must manually change the password:

  1. Click the gear icon for the user and select Edit.
  2. Enter the new password in the New Password field.
  3. Re-enter the new password in the Confirm Password field.
  4. Click Save.

Note: Manually resetting a password will automatically end any sessions the user has opened. If you suspect someone has gained unauthorized access to a user account, resetting the password manually will end his or her access.

Customize user fields

You may create and customize user fields to specify, titles, cost centers, and other details of users in the subscription. Four customizable drop-down fields are provided for you, and you may add custom fields of any type to user profiles.

Note: To create or edit user fields, you must have subscription admin rights.

Manage fields

You may manage fields from the User Fields page. From this location, you can add new fields to user profiles, and edit the values of customizable drop-down fields.

User Fields

Add new fields

To add a new field to user profiles:

  1. Navigate to the User Fields page
  2. Click the New Field button. An editor window displays.
  3. Enter unique values for the Name and Display Name.
  4. Select a Type for the field.
  5. Click Save & Close.

Once a custom field has been created, it may not be deleted, and the type is locked. You may hide fields that are no longer needed.

Enterprise Edition subscriptions may add up to five custom user fields. For unlimited custom user fields, upgrade to Unlimited Edition.

Edit field values

You may edit the values that display in drop-down fields you have created, and in the Cost Center, Office Location, Role, and Department fields provided by Rally.

Drop-down field values

To add a value to the drop-down list:

  1. Navigate to the User Fields page.
  2. Click the gear icon next to the field and select Edit.
  3. Enter the value name in the text field above the list of existing values.
  4. Click Add Value.
  5. Click Save & Close.

To edit an existing value:

  1. Navigate to the User Fields page.
  2. Click the gear icon next to the field and select Edit.
  3. Click on the name in the list of values box.
  4. Use the up and down arrows to the right to change the order of the highlighted value.
  5. Edit the name in the text field below the list.
  6. Click the green check mark icon to confirm the change.
  7. Click Save & Close.

To delete a value:

  1. Navigate to the User Fields page.
  2. Click the gear icon next to the field and select Edit.
  3. Click on the name in the list of values box.
  4. Click the trashcan icon to remove the value from the list.
  5. Click Save & Close.

Admin-only custom fields

You may choose which custom user fields are displayed and editable for users in the subscription. Administrators will be able to see and edit all user fields, including those set to hidden.

To show or hide a user field:

  1. Navigate to the User Fields page.
  2. Click the gear icon next to a custom field and select Edit.
  3. Check or deselect the Visible Only To Admins check box.
  4. Click Save & Close.

User detail fields

Field Description Required Customizable
Account Information
User Name Enter an email address (required).Rally recommends using a valid email address for each of your users. The address must have a minimum of one character before the @ and at least one character before and after the dot in the address. The field is alphanumeric, limited to 254 characters in length, and allows the special characters of @, ., ?, and _. User name is not case sensitive.  
Email Address Enter an email address for administrative messages and email notifications (required). If this field is blank when the User Name field is populated or changed, this field is automatically populated with the User Name value. Change notifications are sent to this email address if you have enabled the Email Notifications radio button. The address must have a minimum of one character before the @ and at least one character before and after the dot in the address. The field is alphanumeric, limited to 254 characters in length, and allows the special characters of @, ., ?, and _.
Important: If the administrator has disabled email functionality, the Email Address field does not display.
 
Disabled Select this box make a user inactive. This field is only available to subscription or workspace administrators. Inactive users are unable to log into Rally and their user name does not display as an option to create new work products. The history information for an inactive user is still preserved. An inactive user's name displays in a lighter font color (drop-down menus are an exception). The default status is enabled/active.    
Name Enter values for the first, middle, and last name of the user.  
Role Select a value from the drop-down to designate the role of the user. You may customize the values.  
Office Location Select a value from the drop-down to identify what location the user is working from. You may customize the values.  
Department Select a value from the drop-down to identify what department or organization the user works in. You may customize the values.  
Phone Enter a phone number of the user. This field is limited to 254 characters in length.    
Display Preferences
Display Name The short name that is displayed in all Owner field drop-down lists for all work products instead of the user name. If this field is blank, the User Name is used as the display name.    
Profile Image Upload an image that display when the mouse rolls over your display name.    
Settings
Password Expires A read-only field that reflects the password expiration policy set by the subscription administrator on the Subscription tab.    
Session Timeout The length of time the system can remain active but unchanged before an idle user is logged out of Rally. Select a value from the drop-down list.    
Warn on Session Timeout Specify whether a timeout warning message should display before automatic logoff.    
Email Notifications Specify whether to use automatic email for change management.
Important: If the administrator has disabled email functionality, this field will not display.
   
Time Zone Select the preferred time zone for your individual location from the drop-down list. The selected time zone setting displays each place the workspace or project name is displayed and is independent of your computer time. All date and time fields in Rally reflect your selected time zone. Any selection other than the Use Default value will override the default settings for the workspace.    
Date Format Select one of the following available formats for all date displays in Rally. Any selection other than the Use Default value will override the default settings for the workspace.
  • yyyy-MM-dd (ISO 8601) (Default)
  • MM/dd/yyyy (US)
  • dd/MM/yyyy (Europe)
  • yyyy/MM/dd (Japan)
  • yyyy-MMM-dd (2003-Apr-02)
   
Instant Messenger Information
Service Select a service provider from the drop-down list.    
User Name Enter the user login ID of your selected instant messaging account.    
Options Specify whether to use chat (text messaging) or PC-to-PC calling (voice calling).    
Rank If you use more than one instant messenger service, rank the accounts in order of connection preference. Zero is the highest rank of preference.    
Administrative Fields
Network ID Enter an alphanumeric value to designate an internal network ID. Limited to 254 characters in length.    
Cost Center Select a value from the drop-down. You may customize the values.  
Permissions
Subscription Admin Select this checkbox if the user is a subscription administrator.    
Permission Select a value from the drop-down list to indicate a user's specific permissions for each workspace in the subscription.  

Manage teams

Managing teams includes the following:

  • User permissions for projects and workspaces
  • Add users from the Project User summary page

Note the following:

  • Use the Team Status page to quickly add multiple users to a project in a single edit.
  • All Rally-supplied default permission levels can be customized by the subscription admin.
  • Rally-supplied access rights cannot be customized.
  • Users with team member access to a project will display in the Owner drop-down lists.

User permissions for projects and workspaces

Rally pre-defines a series of permission levels and related access rights which are applied to each project within your subscription. Permissions are determined by an admin when a user is added or modified.

To define permissions in a workspace:

  1. Do one of the following:
    • For a new user, click the + Add New button.
    • For an existing user, click the gear icon next to the user's name.
  2. On the Edit User page, scroll down to the Permissions section, and set permissions for all applicable workspaces and projects.
  3. Click Save & Close.
permissions

Note: Only workspace and subscription admins may access the Users page. Project admins must modify permissions from Project Users summary pages.

Workspace permissions

Permission level Access rights
No Access No visibility to the workspace and any projects within. Note: This is the default value for each user.
User Access to the workspace. Set additional permissions for each project in the workspace. See the project permissions table below. Note: Adding a user to a project automatically provides user access to the workspace.
Workspace Admin
  • Sets the user as a workspace administrator, with access to workspace settings
  • Access to all projects in the workspace and ability to create or edit projects
  • Create, edit, and delete all artifacts in the workspace
  • Edit user profiles, including disabling access to the subscription
  • Edit user permissions to projects in the workspace
  • Share custom views with all users in the workspace
  • Share custom pages with all users in the workspace
  • If enabled by the subscription administrator, can create new users
  • Cannot delete users
  • Project roles

    Permission level Access rights
    No Access No visibility to the project (Note: This is the default value for each user).
    Viewer Access to view the project and all work items within.
    Editor Access to create, edit, and delete all work items inside the project.
    Team Member (check box next to Permission field in user editor window)
  • When checked, user is automatically set as an editor in the project.
  • Username appears at the top of drop-down list under Team Members section, when editing the Owner field of work items.
  • User appears in the project Team Status page.
  • Project Admin
  • Sets the user as a project administrator, with access to project settings (project field visibility can only be accessed by workspace admins
  • Ability to create child projects
  • Create, edit, and delete all artifacts in the project
  • Edit viewer, editor, and team member permissions in administrated projects
  • If enabled by the subscription administrator, can create new users (may only enable permissions in administrated projects)
  • Cannot delete users
  • Add users from the Project Users summary page

    The Project Users summary page displays a list of users that have access to the selected project. The page also allows you to quickly add new and existing users to a project and manage existing access levels. Project admins use the page to create and edit user permissions in projects they administrate.

    You can only add users that don't already have access to the current project. If they do have access, they will display in the auto-suggest list as grey and are disabled.

    Not all fields that you can edit from the Project User summary page in the project detail display on the project's revision history. In-line edits of fields like First Name, Last Name, Display Name, and Permission will only display in the user's profile.

    Use the Project User summary page to:

    • Create new users that will work in your project
    • Add users from existing projects
    • Add or remove users from a team
    • Print and export users from a project

    To add existing users to your team:

    1. Expand or select a workspace and click the name of your project.
    2. Click the Users link in the sidebar of the project's detail page.
    3. Click the Add Existing User button at top of the page.
    4. Enter the name of the user that you want to add.

      When you start typing part of a name or user name, the tool auto-suggests matches that you can add with a single click.

    5. Specify the type of access to grant the user, either Viewer or Editor.
    6. Click the Add button.

    Copy a set of user permissions from an existing project

    Note: If the user already exists in the project, the highest permission is kept between the current and copied permissions.

    Why would I want to do this?

    Some benefits of adding users from existing projects include:

    • If you have a team that moves from one project to another, this feature allows you to easily copy permissions from project to project.
    • Add users from a parent project. Child projects can inherit the same permissions from the parent.
    • When creating new project, if you have already made all of your users viewers or editors on an existing project, you can bring them all in as users on the new project with one click.
    To copy all permissions from an existing project:
    1. Locate the project whose user permissions you wish to update, then click the Manage Users icon at the far right of the project row.
    2. On the Project Users page, click Copy Users from.
    3. Enter the name of the project you want to copy permissions from.

      When you start typing part of a name or user name, the tool auto-suggests matches that you can add with a single click.

    4. Click Copy.

    Manage team membership

    Project team membership is controlled independently from permissions. Because not all project editors are team members, you can administer team member status separately for each individual contributor.

    It is important to note that when changing team member status:

    • If a user's permission is changed to viewer, the user's team member status is removed. Users cannot be a team member and a viewer. Users must be at least an editor in order to be a team member.
    • If a user's permission is changed to editor, the user's team member status is not changed.
    • If a user's permission is changed to no access, the user's team member status is removed.
    • If the user has no access or is a viewer and you add them as a team member, they are upgraded to an editor.
    • If you uncheck the team member box, there is no change to their permissions.

    Print and export users from a project

    Select the Page Tools drop-down menu in the upper-right corner of the Project Users page and select either:

    • Print A dialog displays allowing you to enter a title and subtitle.
    • Export as CSV

    User authentication

    User authentication is the process in which the identity and authority of a user is verified. Authentication is used to determine controlled access to Rally. Password authentication security is strengthened by password policies that are configured by the subscription administrator.

    Once access is granted to your subscription, administrators can define further access to specific features and functions through user permissions.

    User password lockout

    Subscription administrators can set a user password lockout policy limiting the number of times a user may unsuccessfully attempt to log in to Rally. This greatly enhances the security of your subscription and inhibits attempts of unauthorized users access to your Rally subscription. To keep unauthorized users from attempting to breach your Rally security by guessing passwords, you can set the lockout fields for your entire subscription.

    To set password lockout:

    1. Click the Setup link from the Rally navigation bar in the upper-right corner of the Rally display.
    2. Click the Subscription tab.
    3. From the Actions button, select Edit Subscription.
    4. In the Password Policies section, enter a number of invalid attempts before a lockout occurs and the length of time the user is locked out. See subscription fields for more details.
      • If a user exceeds the maximum number of invalid log in attempts, they receive an error message stating the account has been locked and they are instructed to contact their subscription administrator. If the subscription has email notifications enabled, the user will also receive an email stating they have been locked out and the length of time they are locked out per the subscription configuration.
      • The system administrator can edit the user account and unlock it by clearing the checkmark from the field This account is locked. Click to unlock. After this change is saved, the account is successfully unlocked and the user may now access the Rally subscription.
    5. Click Save & Close.

    Notes:

    • The system administrator can monitor those accounts that have been locked by viewing the User summary page. The status field displays a value of Active and Locked for any user that is locked out.
    • If email notifications are disabled for the subscription, the subscription administrator is required to enter a user password during the unlocking process. The subscription administrator can enter the existing user password or set a new user password.
    • A common cause for users being continually locked out results from an integration, script, connector (such as Subversion or Eclipse) or other automated process running in the background which has not had the credentials updated. These failed logins count towards the invalid attempt limit and will eventually lock the user after reaching the set number of tries. Investigate any web services processes that might be using those credentials to see if modifications are needed.

    Secure subscription passwords

    Subscription administrators can establish a security policy for subscription passwords from the Subscription tab:

    1. Click the Setup link from the Rally navigation bar in the upper-right corner of the Rally display.
    2. Click the Subscription tab.
    3. From the Actions button, select Edit Subscription.

    In the Password Policies section, you can set multiple policies to be enforced for user passwords. Choose one or all of the following policies to secure your Rally passwords:

    • Password Expiration: Force user passwords to expire based on a number of days chosen by your organization. This is the only optional field in this section.
    • Minimum Password Length: The default and minimum number of characters is eight. The allowable length is 8–20 characters.
    • Required Password Rules: Indicate the number of password rules to be enforced when validating passwords. Choose to include from one (minimum) to four of the following rules. If you specify one (weakest security level), a user may create a password using any one of the rules. If you specify four (highest security level), the user must create a password that uses all four of these rules:
      • At least one upper case letter
      • At least one lower case letter
      • At least one numerical character
      • At least one special character, such as !, @, %, ^, &, $, #
    • Maximum Failed Login Attempts Before Lockout: Lock out users for the subscription after an indicated number of invalid login attempts. When a user exceeds the number of invalid login attempts, the account is locked and the subscription or workspace administrator must unlock the account before the user can log in again.
    • Amount of Time Users will be Locked Out: Select a time period that a locked out user will remain locked out: 15 minutes, 30 minutes, 1 hour, 4 hours, 24 hours, or forever.
    • Number of Previous Passwords to Track: Specify the number of previous passwords to disallow a user to re-use. The default is zero. When a password has expired, the user cannot use the previous password as a new password. A change to the password must be applied.

    Feedback

    Please send us your feedback regarding our help site. For feedback regarding the Rally product, click here to open a support case or click here to submit a new feature request
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