Users

Overview

Each Lunr user can be assigned to groups, roles, and companies. This facilitates restricting a user's access to certain documents or projects.

• A User is assigned to one or more Groups.
• A Group is granted one or more Roles.
• A Role defines the appropriate permissions.

Access rights are never granted to a person directly. A role bundles a set of access rights, groups are granted roles, and users belong to groups, so changing what someone can do usually means changing their group membership rather than editing the person. See Groups and Roles.

The Users page lets you perform the following tasks.

• Invite new users
• Search for users
• Manage user roles, permissions, and access

The Users Page

The Users page presents a comprehensive list of Lunr users. Use the search bar to quickly find a particular user, or use the Active, Invitation Pending, and Disabled filters to filter the list by user status. The Company dropdown list filters the list to a single company. Select the user to see more detailed information.

The list also shows an Identity Provider column, badged Lunr for users who sign in with a Lunr username and password, or SSO for users who sign in through your identity provider.

Select Export Report to download a report of the users in the list.

Bulk User Upload

Select Upload Users to add or update many users at once from a spreadsheet, rather than inviting each one individually. The upload accepts .xlsx files only. This option is only visible to users holding the Administration Pages access right; holding Manage Users alone is not enough to see it.

While the upload is processing, a progress banner shows live counts of users added, updated, renamed, activated, deactivated, and skipped. On success, the banner dismisses automatically after 10 seconds. If the upload fails, the banner stays open so you can review the error.

Email Addresses in an Upload

An upload does not change an existing user's email address immediately. When a row carries a different email address for an existing user, Lunr starts an email change request instead, the same as editing the address on the user's page.

• The user's account keeps signing in with the current address until the new one is confirmed.
• Lunr sends two emails. The current address receives "Lunr - Your email address is being changed", which says a change was requested and to contact an administrator immediately if it was not them. The new address receives "Lunr - Verify your new email address" with a Verify email button.
• The user opens the link from the new mailbox, which sends a confirmation link that is valid for 15 minutes. The address changes once the user confirms it, and only if the address is still free.
• The request is recorded in the user's audit entries as Requested email change from the old address to the new one, against the administrator who ran the upload.
• A new user created by the upload takes the address in the row, and it is treated as confirmed.

While a request is pending, the user's edit panel shows Email change awaiting confirmation, with the requested address and a Cancel email change button. Select it to cancel the request.

The upload skips the email change, and applies the rest of the row, for a user who signs in with single sign-on, because the identity provider manages their email address, and for an address that another user already holds. The upload result gives no sign of this. A repeat of an address that is already pending is also skipped. The banner counts a user whose row changed as updated, or as renamed where the user name changed, and has no separate count for email change requests.

Invite a New Internal User

Internal users are managed by IT using Active Directory (AD) Groups. These users can log in without a username or password by using the SSO button. To set up SSO with Microsoft Entra ID, see Entra SSO Setup. To add an internal user, follow your existing company policies for granting access to applications.

Invite a New External User

External users are generally employed by third-party organisations and receive access only to the areas of Lunr necessary for their job functions. These individuals must use a username and password, in addition to providing a multi-factor authentication code to further enhance security.

1. Select the Add Someone button to invite a new user to Lunr.

2. Complete the fields and choose which groups the user should belong to.

• Handle is the user name or email the person signs in with, and is required.
• Company is the company the person belongs to.
• Title is the person's job title.
• Department is the person's department.
• First name is required, up to 26 characters.
• Last name is required, up to 26 characters.
• Email is required, and is the address the invitation is sent to.
• Groups requires at least one selection, and determines the person's access rights.

3. Once complete, select the Send invite button. The user will receive an email containing a link to create their password and log in for the first time.

Manage Users

Select anywhere on a user line in the search results to open their Details page. From here, you can edit their details or modify the Roles and Document permissions that they have been granted.

To edit a user's details, change the information in the fields and select the Save button.

An Options dropdown list on the details page offers further account actions:

• Transfer Items... hands the user's open work to another user, covered in Transferring a User's Responsibilities below.
• Reset User's MFA resets the user's multi-factor authentication option back to email, with a confirmation dialog. It is not offered for users who sign in with SSO.
• Enable Account re-enables a disabled user's ability to sign in.
• Disable Account stops the user signing in, after a confirmation dialog. Where the user is still responsible for open items, the dialog lists them under Still responsible for and offers Transfer Items First alongside Disable Anyway.

For a user who has not yet confirmed their email address, a Resend Invite link beneath the user's name sends the invitation email again. A Re-activation request pending alert appears when a disabled user has asked to have their account re-enabled, with Approve and Reject buttons.

A user's page carries these tabs:

Responsibilities and User Activity appear only for users you manage.

Reviewing a Registration

When a person registers themselves, their user page shows a Registration awaiting approval banner with a Review Request link, and a Registration tab carrying the request. The tab lists the Project number and Company the person gave, whether their Email has been confirmed, their Sign-in method, and their Reason for access.

A registration can be reviewed by users holding the Administration Pages, Manage Projects, Manage Users, or Approve Registrations access right, and by the manager or external manager of the project the person registered against.

If the person registered with a company name that does not match an existing company, a Company assignment required section offers suggested matches, a dropdown list to assign an existing company, and an option to create a new company from the name they entered.

Select Approve to let the person join the organisation, or Reject to decline the request. The person is emailed either way. Rejecting opens a Reject registration dialog with two optional fields:

• Message to the user is included in the rejection email. Use it to say why, and what the person can do next.
• Internal note is added to the user's internal notes and is not emailed.

Select Reject Registration to confirm. After a decision, the tab records the outcome.

Internal Notes

The Notes tab keeps notes about an account for other administrators. Notes are visible only to the users who can review a registration, as described under Reviewing a Registration, and are never emailed to the user. The tab lists every note, newest first, with its author and when it was added.

To add a note, enter it in the New internal note field and select Add Note, or press Ctrl+Enter (Cmd+Enter on a Mac).

Transferring a User's Responsibilities

When someone leaves or changes role, transfer their open work to another user in one step rather than reassigning each item by hand. This requires the Manage Users access right, and both users must be people you manage.

The Responsibilities tab summarises what the user is responsible for, for example "331 open items across 4 areas", with a count for each area:

To transfer the user's responsibilities:

1. Select Transfer Items on the Responsibilities tab, or Transfer Items... in the Options dropdown list.
2. In the Transfer responsibilities dialog, choose the person under Transfer to, then select Continue.
3. Under Items to transfer, select the areas to include. Every area with items is selected, except Project and folder memberships, which you select when you want them copied.
4. Optionally select Disable [name]'s account when done. The account is disabled only if every item moves, and copied memberships do not count towards that.
5. Check the What happens summary, then select the transfer button, for example Transfer 12 Items. Select Back to change the person first.

The person receiving the items gains access where they need it and receives one summary email. Starting a transfer from Transfer Items First in the disable dialog selects Project and folder memberships and the disable option for you.

Progress and Results

While a transfer runs, the Responsibilities tab shows how many items have been processed, with progress for each area, and the transfer also appears in the progress bar at the bottom of the app. Only one transfer of a user's items can run at a time.

When it finishes, a result card shows how many items moved and to whom, whether the account was disabled, and the outcome for each area. Where not every item moved, the card reads "The account stays enabled because not every item moved."

An item stays with the original user when the new user cannot open its project or Change Request, for example because their project membership is pending, rejected, or cancelled. These items are counted as having stayed, so you can deal with them separately.

History

The History list on the Responsibilities tab records past transfers of the user's items, with who received them, how many items moved, and when.