Ziflow administrators can change user roles and details, delete and deactivate users, and unlock user access.
If a user has unsubscribed from notification emails, they can resubscribe themselves or a Ziflow administrator can resubscribe them. See Resubscribe to Ziflow notification emails.
If you are a Ziflow administrator, check out the Ziflow Academy tutorial Admin settings and configuration for a guided walkthrough.
User badges
The badges next to user names in the People tab indicate their account type and where they come from. Understanding these distinctions helps you manage security and collaboration in your workspace.
| Badge | Description |
|
Green |
User in this account Access: Full platform access through the dashboard login dependent on their assigned role (Admin, Manager, Billing, etc.). Security: Internal, managed users with the highest level of trust. |
|
Blue |
User from another account Access: They log into their own Ziflow account and see only the content you share with them. Security: External users with restricted access. |
|
Gray |
Lite user Enterprise |
|
Yellow |
Trusted user Access: They log into their own Ziflow account and see only the content you share with them. Security: External users with restricted access. |
| None |
Guest Access: Email links to proof reviews. Security: Proof-level only |
Permissions by person type
Not everyone who appears in your account has the same level of access. This table shows how internal users, Lite users, external users, external trusted users, and guests differ.
| Permission / Attribute | User in this account |
Lite user Enterprise |
User from another account | Trusted user | Guest |
|---|---|---|---|---|---|
| People tab badge color |
Green |
Grey |
Blue |
Yellow |
None |
| Is a licensed user | Yes, in your account | Yes, in your account | Yes, in their own account | Yes, in their own account | No |
| Can log into your dashboard | Yes | Yes | No | No | No |
| Can switch into your dashboard* | Yes | Yes | No | No | No |
| Consumes a seat in your account | Yes | Yes (add-on seat) | No | No | No |
| Can create/manage proofs in your account | Yes (per role) | No | No | No | No |
| Can be added as a proof reviewer | Yes | Yes | Yes | Yes | Yes |
| "Allow sharing proofs with: Anyone" | Yes | Yes | Yes | Yes | Yes |
| "Allow sharing proofs with: Users in my account" | Yes | Yes | No | No | No |
| "Allow sharing proofs with: Users in my and trusted accounts" | Yes | Yes | No | Yes | No |
| Proof security "Users & Guests" (authentication required or not) | Yes | Yes | Yes | Yes | Yes |
| Proof security "Users only" (authentication required or not)** | Yes | Yes | Yes | Yes | No |
| Max reviewer permission level | Manage | Approve | Manage | Manage | Approve |
* Switching requires being a licensed user in that account — this is why users from other accounts and trusted users can never switch in, regardless of trust configuration.
** "Users only" applies to anyone with a Ziflow login, including users from other accounts and trusted users. It excludes guests.
For more on how trusted users are created, see Understand trusted accounts and multiple accounts and Add trusted accounts.
Change user roles
In addition to account type, users in your account also have assigned roles to the right of their names. For a list of all roles, see Ziflow default roles and permissions.
Pro and Enterprise editions can choose a User, Manager, Billing, or Admin roles.
Free and Standard editions can choose Manager, Billing, or Admin roles.
- Log into Ziflow and select the People tab.
- Select the Options menu (three dots) and choose Open details.
- On the Details page, select the desired role(s) and select Save.
Remove a user or guest from all proofs
Deleting people from the People tab does not automatically remove them from the proofs they are reviewing.
To revoke access from the latest version of a proof:
- In the People tab, open the options menu (three dots) next to the person's name.
- Choose Remove from all proofs.
Remove from all proofs only removes the person from the latest version of each proof. They will remain assigned to older proof versions.
Delete a user/guest
You can permanently delete a user or guests only if:
- They have no proofs assigned to them
- If they have proofs assigned, you first remove them from all proofs
After you delete a user, their comments and decisions remain in the system. Deleted users are still able to view shared proofs, but only through links in Ziflow notifications (guest access). If a deleted user interacts with a proof through a review link, Ziflow will add them as a guest in your People list.
- Log into Ziflow and select the People tab.
- Select the options menu (three dots) next to the person you want to delete and choose Delete.
To remove them from all proofs before you delete them, choose Remove from all proofs before deleting.
- Choose an active user in your Ziflow account to whom the deleted user's proofs, flows, folders will be transferred, and then select Delete.
Deactivate a user
Changing a user to Inactive disables their access without removing them from your account so you can re-activate them later. Inactive users do not count towards your user limit, so you can free up seats on your account.
When you change a user to Inactive, their comments and decisions remain in the system. Inactive users will not have Ziflow Dashboard access until you re-activate them. They can still open proofs, but only through links in Ziflow email notifications (guest access).
- Log into Ziflow and select the People tab.
- In the Status column next to the person's name, toggle the green Active switch to Inactive.
You cannot deactivate the account owner, your own account, or a guest.
Deactivate users who do not use their accounts
Enterprise
As a Ziflow administrator, open Settings > Security > General, and configure Deactivate user account when inactive for to change users from Active to Inactive if they have not logged into Ziflow for a configurable number of days. For more information, see Configure general security settings.
Change user/guest details
Ziflow administrators can view and manage user details.
- Log into Ziflow and select the People tab.
- Select the options menu (three dots) and choose Open details.
- On the Details page, change the user details and select Save.
| Setting | Description |
| User name | First and last name - The person's first and last name can be updated at any time. |
| Convert a user |
Options menu >Convert a user to a lite user (add-on purchase in Enterprise only) See Understand users, guests, and lite users. You can also do this directly from the Options menu on the People page (three dots). If you do not see this option and you have Enterprise edition, contact us to purchase lite user seats. |
| User role | Add or remove user roles |
| Active/Inactive | See Deactivate a user |
| Company | Company - company name can be changed at any time. |
| Phone number | Phone number - phone number can be updated at any time. |
| Time Zone | The time zone is automatically taken from a user/guest's browser settings, but you can adjust it manually if needed. |
| Language | Language - Displays the user/guest's Ziflow interface language. Read more about localization in Ziflow. Users can set their own language preferences, guests cannot set a language preference. |
| Proof permissions | Permissions - Choose the default permissions that are used each time a reviewer is added to a proof. Permissions can be overwritten during proof creation if needed. |
| Notification preference |
Notifications - Choose the default notification preference. Each time a reviewer is added to the proof, this setting will be applied to a workflow. When you change notification preferences, those changes are applied to all new proofs for reviewers, not existing proofs. Notification preferences can be overwritten during proof creation if needed. |
| User groups |
Groups - Add or remove a user/guest from a group or remove from all groups at once. See Create and manage groups. You can also do this directly from the Options menu on the People page (three dots). |
| Remove a user from proofs |
Proofs Remove from all proofs - Removes a user/guest from the most recent version of proofs. This option does not remove owners from their proofs. You can also do this directly from the Options menu on the People page (three dots). |
| Reminder |
Proofs Remind on late proofs - send a reminder to the person notifying a user/guest about all late proofs. |
| Reload proofs stats |
Proofs Reload proof statistics to sync new proofs that may have been added |
Unlock locked user accounts
If a user is locked out due to many failed login attempts, Ziflow administrators can unlock them. For more information about securing user accounts, see General Security Settings.
- Log into Ziflow and select the People tab.
- In the Status column, select the LOCKED label next to the user's name. The label is removed and Ziflow will unlock the user account.
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