Manage users and groups

Tosca Cloud uses Okta for identity management and authentication. You don't need to interact with Okta directly. As an administrator, you can manage all user tasks in Tosca Cloud.

You manage users and groups from one place. Go to User menu > Settings > Users and groups. The Users tab lists everyone in your organization, and the Groups tab lists your groups.

Before you start

Tosca Cloud sends email notifications from @okta.com or @tricentis.com. Make sure that your organization allows emails from these domains and doesn't classify them as spam.

Invite users

To invite people to Tosca Cloud, go to User menu and select Invite teammate.

The invitation has the following options:

Enter individual email addresses or a comma-separated list.
Select one user role for all invitees. Administrators can change individual roles later. If you're a contributor or viewer, you can't select any roles. All invitees receive the viewer role by default.

Users who don't receive the invitation should check their spam folder. To resend it, delete the user and invite them again.

If your organization uses Single Sign-On (SSO), the Invite teammate option isn't available. Instead, your identity provider manages user access. Users can sign in directly without an invitation.

Manage individual users

Open the Users tab to manage the people in your organization.

Change user roles

You can change user roles in Tosca Cloud at any time. Select one or more users, then select Edit role to assign a new role.

Reset a user's password

If your organization uses Single Sign-On (SSO), you can reset the password for any user in your organization. Select next to the user, then select Reset password.

Suspend or delete a user

You can remove a user's access in two ways:

Suspend the user to remove access temporarily, for example for a contractor who might return. You can reactivate them at any time.
Delete the user to remove their record permanently, for example when someone leaves your company. You can't undo this. To bring them back, invite them again.

Select next to the user, then select Suspend, Delete, or Reactivate.

If you use single sign-on (SSO) and sync your users from an identity provider, you can only suspend users, not delete them.

Unlock a user

If a user fails to sign in too many times, Tosca Cloud locks their account. To let them back in, select next to the user, then select Unlock user.

Manage user groups

Open the Groups tab to manage your groups. You can create groups in Tosca Cloud (local groups) or sync them from your identity provider (IdP) through Single Sign-On (SSO). You assign roles and workspace access to both types in Tosca Cloud.

Groups synced from your IdP appear here. A group shows up once at least one member signs in for the first time. After that, Tosca Cloud refreshes each member's group membership and roles on every sign-in.

Group sync is only available for SSO setups that use the SAML protocol.

Tosca Cloud limits the number of groups a user can belong to, as well as the length and characters of group names.

Create a group

To create a local group, follow these steps:

On the Groups tab, select Create group.
Enter a name for the group.
Select one or more users you want to add, then select Create.

A new group has no role, so it doesn't change its members' permissions. Assign a group a role to give its members organization-wide permissions. Alternatively, leave the role unassigned and control access only when you assign the group to a workspace.

Edit group role

To change a group's role, select next to the group and select Edit group role. Every member of the group receive the permissions of the role you assign.

Add or remove members

To change who's in a local group, select next to the group and select Assign users to group or Remove users from group.

Delete or remove a group

Select next to the group, then select Delete group. The group loses all its organization and workspace roles, but the effect depends on the group type:

For a local group, this permanently removes the group, and you can't undo it.
For a group synced from your IdP, this removes the group and its roles from Tosca Cloud. If your IdP sends the same group again, it re-syncs, but any group roles you previously assigned are lost and aren't reassigned.