Manage View Only User

ViewOnlyUser Limits

The DMIx Platform Administrator defines the maximum number of ViewOnlyUsers permitted for each company based on the contractual agreement (e.g., 10 ViewOnlyUsers).

• If your company has reached its limit, you will not be able to create additional ViewOnlyUsers.
• Attempting to create more than the allowed number will trigger a warning message.
• To increase your limit, you must contact your DMIx representative to purchase an upgraded ViewOnlyUser module.

Set up of View Only User

Only users with the CREATE_VIEW_ONLY_USER function (either Company Admin or Company User) can manage the View-Only role. Users with CREATE_VIEW_ONLY_USER may also manage user groups.

For a Company User with CREATE_VIEW_ONLY_USER function the following limitations apply:

1. Can only view and manage existing ViewOnlyUsers.
2. Cannot promote/demote to/from other user roles.
3. Cannot view non-ViewOnly users in the user list.
4. “Company Settings” is hidden from company users navigation.

Collections & Content:

• ViewOnlyUsers can only view, not create/edit collections, folders, or brands.
• Three-dot menu functions are disabled (e.g., rename, delete).
• Actions like compare, favorite, and basket are still permitted.

Cross-Company Access:

ViewOnlyUsers cannot access external companies. The checkbox for cross-company access is grayed out and locked.

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Edit View Only User

To edit a ViewOnlyUser, follow the standard edit process as with regular users:

1. Search for User

   Use the User ID in the filter.

2. Click Edit (Pen Icon)

   Opens the editable user dialog.

3. Make Allowed Changes
   • Update name, email, brand assignment.
   • Modify assigned functions (limited to view-only set).

If a user is demoted to ViewOnlyUser, all previous functions are permanently revoked and replaced with the limited view-only set.

4. Save Changes

   Click “Save.”

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Delete View Only User

Deletion follows the standard workflow:

1. Search for the User

   Use the User ID filter.

2. Click the Trash Icon

   Triggers confirmation dialogue.

3. Confirm Deletion

   Complete deletion after ownership reassignment.

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Role Change: Promotion and Demotion

Promoting a ViewOnlyUser to a CompanyUser

A ViewOnlyUser can be promoted to a regular CompanyUser by a Company Admin with the appropriate permissions. When this action is taken:

• The user’s role is changed from ViewOnlyUser to CompanyUser via the “Edit User” dialog in the User Management menu.
• The admin must manually assign the appropriate functions for the new CompanyUser role, as all view-only default functions are removed during this transition.
• Once promoted, the Company User will gain visibility to other user roles, modules, and navigation options, depending on the assigned functions.

• If access to external companies is required, this permission must be explicitly enabled after the promotion, as ViewOnlyUsers are restricted by default.

  Important: Promotion is only possible for users managed by a Company Admin. Company Users with CREATE_VIEW_ONLY_USER cannot perform this role change.

Demoting a CompanyUser to a ViewOnlyUser

A Company Admin with the CREATE_VIEW_ONLY_USER function may also demote an existing CompanyUser to the ViewOnlyUser role. The following will happen:

• The user’s previously assigned functions are permanently revoked.

• Only the five view-only functions will be available:

  MoodBoard, 3D Viewer, PaX, Block Attachments

• The user interface is simplified—modules not relevant to view-only access are removed from the navigation bar.
• If the demoted user is the owner of any content (Objects, Collections, MoodBoards, etc.), ownership must be transferred to a Company Admin during the demotion process.

• The demoted user will no longer see external companies, and this permission cannot be re-enabled under the ViewOnlyUser role.

  Note: A ViewOnlyUser will always operate under the strictest permission scope. Even if part of a user group with broader access, the view-only role will override all extended permissions.