Collaborating with Swimlane Users

swimlane turbine enables you to securely collaborate with swimlane support staff without requiring them to be onboarded as internal users this gives you the flexibility to grant or revoke access as needed, without worrying about licensing limits, authentication management, or persistent user accounts accessing external user settings go to the admin panel select settings from the sidebar click the account tab open the external users sub tab allow external users you can allow external swimlane users to access your account by enabling the allow existing external users toggle these users must already exist in the swimlane account to be eligible for access click save after you enable it when the toggle is on external users can be invited and added to your account previously disabled external users will be reactivated, provided they are still active in their original swimlane environment when the toggle is off all external users associated with your account are immediately disabled and cannot log in new external users cannot be invited until you turn the toggle back on after enabling the toggle, click save to display the invite external users and view all users buttons inviting external users you can invite external swimlane users to your account in two ways option 1 from account settings navigate to settings > account > external users click invite external users option 2 from the users panel go to users in the sidebar click the add user drop down and select invite external user information needed for inviting an external user when inviting an external user, only minimal information is required profile details email enter the swimlane user’s email address account admin (optional) enable if the user should have administrative privileges notify via email enabled by default to send an invitation to the user groups & roles groups select one or more groups the user should belong to roles assign the specific permissions the user needs by default, no groups or roles are assigned you must manually select the desired group(s) and role(s) for each external user managing external users you have full control over the lifecycle and permissions of external users you can view, manually disable, bulk re enable, and permanently delete external users, while maintaining complete visibility and auditability viewing external users settings > account > external users > view all users see a complete list of both internal and external accounts when external users are disabled, they appear in a disabled state for transparency users panel in the sidebar external users are labeled with an external user indicator you can view or update a user’s groups, roles, and tenant assignments as needed manually disabling and enabling users disable or re enable individual external users at any time from the users panel manually disabled users will remain disabled even if you bulk re enable external users using the toggle bulk re enabling external users when you turn the external user access toggle back on, all users disabled by the toggle will be bulk re enabled— except users disabled in their parent swimlane account (they will remain disabled) users manually disabled in your account (they will also remain disabled) deleting external users disabling a user does not remove them from your account to permanently remove an external user go to the users panel locate and select the user choose delete once deleted, the user cannot be restored without a new invitation automatic deactivation if a swimlane user leaves the company, they are automatically disabled across all customer accounts disabled users are not able to log in to your account until you enable access again (either by turning the toggle back on or manually re enabling them) this lets you keep the same external users in your system and control exactly when they have access, without needing to re invite or recreate their accounts each time authentication and validation authentication and access management for external users is fully handled by swimlane external users log in using their existing swimlane credentials (including sso and 2fa, if enabled on their account) you do not need to configure or validate authentication for external users—swimlane manages secure login handling audit logging adding users to an account changes in user permissions and role assignments actions performed by users within the account when a user is disabled or deleted when a user logs in example on demand access for swimlane support scenario a customer organization, exampleorg inc , is launching a new automation playbook in their swimlane turbine environment during configuration, they encounter an unexpected error and request assistance from a swimlane support engineer instead of granting full user access or creating a new internal account, exampleorg inc uses the swimlane external user access feature to securely and temporarily grant access to the swimlane employee step by step walkthrough enable external user access navigate to admin panel > settings > account > external users toggle allow existing external users to on click save the external user you invite must already exist in a swimlane account you must click save after enabling the toggle only then will the invite external users and view all users buttons become available invite the swimlane support engineer click invite external users in the dialog enter the support engineer’s email (for example, abc support\@swimlane com ) assign the needed roles and groups (for example, read only automations , professional services ) ensure notify via email is checked click invite the engineer receives an invitation and logs in using swimlane sso credentials no additional setup is required engineer provides support the engineer’s access is limited to assigned roles and groups all actions and account access are automatically logged revoke access after support is complete go to users > abc support\@swimlane com disable the user, or, if needed, go to settings > account > external users and toggle allow existing external users to off to disable all at once if the user is no longer needed, permanently delete them from the users panel