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 (such as specific proofs). Security: External users with restricted access. |
|
Gray |
Lite user Has a limited license type in your account with reduced functionality. |
|
Yellow |
Trusted account user Access: They log into their own Ziflow account and see only the content you share (such as specific proofs). Security: External users with restricted access. |
| None |
Guests Access: Email links to proof reviews. Security: Proof-level only |
Change user roles
In addition to account type, users in your list also have assigned roles. For a list of all roles, see Ziflow default roles and permissions.
For Pro and Enterprise editions, you can choose a User, Manager, Billing, or Admin roles.
For Free and Standard editions, you 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 Contact details page, select the desired role(s) and select Save.
Remove a user or guest from proof 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.
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 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 (Enterprise only) See Understand users, guests, and lite users. You can also do this directly from the Options menu on the Contacts page (three dots). |
| 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 - contact 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 is 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 Contacts page (three dots). |
| Remove a user from proofs |
Proofs Remove from all proofs - Removes a user/guest from all shared proofs. This option does not remove owners from their proofs. You can also do this directly from the Options menu on the Contacts page (three dots). |
| Reminder |
Proofs Remind on late proofs - send a reminder to the contact notifying a user/guest about all late proofs. |
| Reload proofs stats |
Proofs Reload proof statistics |
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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