2.8 Managing Users in a Workspace

Create new user accounts, manage existing user accounts, and change user passwords.

Tip:

You can access many workspace administration functions (such as Manage Service, Manage Users, and Groups) from both the Administration menu and the Workspace Administration home page. For consistency, this section navigates the user to the Workspace Administration home page.

• About Oracle APEX Accounts Authentication
  Oracle APEX Accounts authentication is a built-in authentication method in which user accounts are created and managed in the APEX user repository. User accounts are particularly useful if your application is using Oracle APEX Accounts authentication.
• About Oracle APEX User Roles
  APEX users are divided into four roles.
• Creating User Accounts
  Workspace administrators can create new user accounts one at a time, or create multiple accounts in a single operation.
• Editing Existing User Accounts
  Edit existing user accounts on the Manage Users and Groups page.
• Locking and Unlocking a User Account
  Control access to a workspace by locking and unlocking a user account.
• Changing a User Account Password
  Change user account passwords on the Manage Users and Groups page.
• Deleting User Accounts
  Workspace administrators can delete user accounts one at a time or delete multiple accounts in a single operation.
• Viewing the Users Dashboard
  The Users Dashboard displays a summary of your account information, users in the current workspace, defined user groups, recently created users, and user status
• Using Groups to Manage Oracle APEX Users
  Workspace administrators can create and manage APEX users using groups. Groups enable administrators to categorize and manage user privileges.

See Also:

• Managing Workspace Account Login Controls
• Managing Users Across an Oracle APEX Instance

2.8.1 About Oracle APEX Accounts Authentication

Oracle APEX Accounts authentication is a built-in authentication method in which user accounts are created and managed in the APEX user repository. User accounts are particularly useful if your application is using Oracle APEX Accounts authentication.

See Also:

• Configuring Authentication Schemes for an Instance

• Understanding Preconfigured Authentication Schemes in Oracle APEX App Builder User’s Guide

2.8.2 About Oracle APEX User Roles

APEX users are divided into four roles.

To access the APEX development environment, users sign in to a shared work area called a workspace. Users are divided into the following primary roles:

• End users do not have access to development or administrative capabilities. End users cannot sign in to a workspace and create applications. End users can only run existing applications.
• Developers are users who create and edit applications, monitor workspace activity, and view dashboards.
• Workspace administrators are users who perform administrator tasks specific to a workspace such as managing user accounts, monitoring workspace activity, and viewing log files.
• Instance administrators are superusers that manage an entire hosted instance using the APEX Administration Services application. Instance administrators create workspaces, configure features and instance settings, and manage security.

2.8.3 Creating User Accounts

Workspace administrators can create new user accounts one at a time, or create multiple accounts in a single operation.

• Creating a New User Account
  Create new user accounts from the Manage Users and Groups page.
• Creating Multiple Users Simultaneously
  Create multiple new user accounts simultaneously.

2.8.3.1 Creating a New User Account

Create new user accounts from the Manage Users and Groups page.

To create a new user account:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.
   The Workspace Administration home page appears.
2. Click Manage Users and Groups.
3. Click Create User.
   The Create User page appears.
4. Under User Identification:
   1. Username - Enter the username used to sign in to the system. Restrictions include:

      • Maximum length of 100 characters

      • No spaces

      • Only these special characters are permitted: ampersand (&) and period (.)

      The username may also be used to reference user activity using the monitor applications. The bind variable :app_user returns the value of the current user when building applications.

   2. Email Address - Enter the valid email address for this user.
   3. First Name - Enter the first or given name to further identify the user (optional).
   4. Last Name - Enter the last or family name to further identify the user (optional).
   5. Description - Enter comments about this user (optional).
   6. Default Date Format - Specify the default Oracle date format for the user. This option controls the default date format within SQL Workshop.
5. Under Account Privileges:
   1. Default Schema - Specify the default schema used for data browsing, application creation, and SQL script execution. When using workspaces that have more than one schema available, this schema is the default. This setting does not control security, only the user's preference.
   2. Accessible Schemas (null for all) - Enter a colon-delimited list of schemas for which this developer has permissions when using the SQL Workshop. The list of schemas you enter here restricts the user to a subset of the full set of schemas provisioned for the workspace and determines what schema names the user sees in SQL Workshop.
   3. To specify Workspace administrator privileges:

      • User is an administrator- Select On.

        Administrator accounts automatically have all developer privileges enabled.

   4. To specify Developer privileges:

      • User is an administrator- Select Off.

      • User is a developer - Select On.

      • App Builder Access - Determines whether a developer has access to App Builder. Use App Builder to create and manage applications and application pages. Select On or Off.

      • SQL Workshop Access - Determines whether a developer has access to the SQL Workshop. SQL Workshop provides tools that enable you to view and manage database objects. Select On or Off

      • Team Development Access - Determines whether a user has access to the Team Development. Use Team Development to track and manage issues in a conversational fashion. Select On or Off.

      Tip:

      To create an End User account, disable both User is an administrator and User is a developer. End users can only run existing applications.
   5. Set Account Availability - Select Locked to prevent the account from being used. Select Unlocked to allow the account to be used.
6. Under Password:
   1. Password - Enter a case-sensitive password.
   2. Confirm Password - Enter the password again.
   3. Require Change of Password On First Use - Select Yes to require the user to change the password immediately when logging in the first time. Select No to allow the user to use the same password until it expires.
7. Group Assignments - Specify the groups to which this user belongs. To assign a user to a group, select the group and click Move. To select multiple groups, press and hold the CTRL key and then click Move All. To remove a user from a group, select the group and click Remove.
8. Click Create User or Create and Create Another.

Tip:

An Instance administrator can configure these settings for an entire Oracle APEX instance and define password complexity policies. See About Authentication Controls, About Strong Password Policies, and Configuring Password Policies.

See Also:

Using Groups to Manage Oracle APEX Users and Adding and Removing Users from a Group

2.8.3.2 Creating Multiple Users Simultaneously

Create multiple new user accounts simultaneously.

To create multiple users at once, enter or copy and paste email addresses separated by commas, semicolons, or new lines. Note that the password you specify will be assigned to each user and users will need to change their passwords upon login.

To create multiple user accounts simultaneously:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.
   The Workspace Administration home page appears.
2. Click Manage Users and Groups.
3. Click Create Multiple Users.
   The Create Multiple Users page appears.
4. List of Email Addresses - Enter or copy and paste email addresses separated by commas, semicolons, or new lines. Note that if you copy and paste email addresses from email messages, extraneous text will be filtered out.
5. Usernames - Specify whether to include or exclude the domain name. Select one of the following:
   • Set username to full email address - Includes the full email address.
   • Exclude @ domain as part of the username - Removes all text after the @ symbol (for example, [e-mail] becomes user1)
6. Under Account Privileges:
   1. Default Schema - Specify the default schema used for data browsing, application creation, and SQL script execution. When using workspaces that have more than one schema available, this schema is the default. This setting does not control security, only the user's preference.
   2. Accessible Schemas (null for all) - Enter a colon-delimited list of schemas for which this developer has permissions when using the SQL Workshop. The list of schemas you enter here restricts the user to a subset of the full set of schemas provisioned for the workspace and determines what schema names the user sees in SQL Workshop.
   3. Uses are workspace administrators - Select Yes or No. Specify if these users should have workspace administrator privileges. Like developers, workspace administrators can create and modify applications and database objects. Additionally, they can also manage user accounts, groups, and development services.
   4. Users are developers - Select Yes or No. Specify if these users should have developer privileges. Developers can create and modify applications and database objects.
   5. App Builder Access - Determines whether a developer has access to App Builder. An administrator always has access to the App Builder. A Developer must have access to either the App Builder, the SQL Workshop, or both.
   6. SQL Workshop Access - Determines whether a developer has access to the SQL Workshop. An administrator always has access to SQL Workshop. A Developer must have access to either the App Builder, the SQL Workshop, or both.
   7. Team Development Access - Determines whether a developer has access to the Team Development. An administrator always has access to Team Development.
7. Under Password:
   • Password - Specify a password. Passwords are case-sensitive. Developers can change their own passwords. Developers with Administrator privilege can change the passwords of users within the same workspace.
   • Confirm Password - Enter the password again.
8. Click Next.
9. Click Create Valid Users.

See Also:

Using Groups to Manage Oracle APEX Users and Adding and Removing Users from a Group

2.8.4 Editing Existing User Accounts

Edit existing user accounts on the Manage Users and Groups page.

To edit an existing user account:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.
   The Workspace Administration home page appears.
2. Click Manage Users and Groups.
3. Select a user.
   The Edit User page appears.
4. Edit the appropriate attributes. To learn more, see field-level Help.
5. Click Apply Changes.

See Also:

Using Groups to Manage Oracle APEX Users and Adding and Removing Users from a Group

2.8.5 Locking and Unlocking a User Account

Control access to a workspace by locking and unlocking a user account.

To lock or unlock a user account:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.
   The Workspace Administration home page appears.
2. Click Manage Users and Groups.
3. Select a user.
   The Edit User page appears.
4. Scroll down to Account Privileges.
5. Under Account Privileges, Account Availability:
   • Locked - Select this option to make the account unavailable.
   • Unlocked - Select this option to make the account available.

   Tip:

   If the user exceeds the maximum login failures specified in Workspace Preferences, then the account is locked automatically. Instance administrators can configure these settings for an entire APEX instance.

6. Click Apply Changes.

See Also:

Configuring Security

2.8.6 Changing a User Account Password

Change user account passwords on the Manage Users and Groups page.

To change a user account password:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.
   The Workspace Administration home page appears.
2. Click Manage Users and Groups.
3. Select a user.
   The Edit User page appears.
4. Scroll down to Password. Under Password:
   1. Password - Enter a case-sensitive password.
   2. Confirm Password - Enter the password again.
   3. Require Change of Password On First Use - Select No to allow the user to use the same password until it expires. Select Yes to require the user of this account to change the password immediately after logging in the first time using the current password. This rule applies to the use of this account for workspace administration or development as well as to use of this account to sign in to running applications.
5. Click Apply Changes.

See Also:

Resetting Your Password

2.8.7 Deleting User Accounts

Workspace administrators can delete user accounts one at a time or delete multiple accounts in a single operation.

• Deleting a Single User Account
  Delete single user accounts on the Manage Users and Groups page.
• Deleting Multiple Users at Once
  Delete multiple user accounts at once on the Manage Users and Groups page.

2.8.7.1 Deleting a Single User Account

Delete single user accounts on the Manage Users and Groups page.

To delete a user account:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.
   The Workspace Administration home page appears.
2. Click Manage Users and Groups.
3. Select a user.
   The Edit User page appears.
4. Click Delete User.
5. Confirm your selection and click OK.

2.8.7.2 Deleting Multiple Users at Once

Delete multiple user accounts at once on the Manage Users and Groups page.

To delete multiple user accounts in a single operation:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.

   The Workspace Administration home page appears.

2. Click Manage Users and Groups.
3. On the Tasks list, click Delete Multiple Users.
   The Delete Multiple Users page appears.
4. Select the users to be deleted.
5. Click Delete Users.

2.8.8 Viewing the Users Dashboard

The Users Dashboard displays a summary of your account information, users in the current workspace, defined user groups, recently created users, and user status

To view the Users Dashboard:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.
   The Workspace Administration home page appears.
2. Click Dashboards.

   The Dashboard page appears.

3. Click Users.

   The Users Dashboard appears listing the following information:

   • Your Account lists information about your account including your username, workspace, account credentials, and email address.
   • Workspace Users lists statistics about all users in the current workspace.
   • User Groups lists all currently defined user groups.
   • Recently Created lists recently created users.
   • User Status lists valid passwords, expired passwords, locked accounts, unlocked accounts, and any accounts for which no email address is defined.

See Also:

Viewing Workspace Dashboards

2.8.9 Using Groups to Manage Oracle APEX Users

Workspace administrators can create and manage APEX users using groups. Groups enable administrators to categorize and manage user privileges.

• About Groups
  Administrators can create user groups to restrict access to various parts of an application.
• Creating a Group
  Create user groups on the Groups page.
• Editing an Existing User Group
  Edit user groups on the Groups page.
• Adding and Removing Users from a Group
  Add and remove user groups on the Edit User page.
• Assigning a Group to Another Group
  Manage privileges by assigning application groups to user groups.
• Viewing Group Assignments
  The Group Assignments page lists groups assigned to users and other groups. Use groups to categorize and manage privileges.

See Also:

Managing Users in a Workspace and About Oracle APEX Accounts Authentication

2.8.9.1 About Groups

Administrators can create user groups to restrict access to various parts of an application.

Creating user groups enables administrators to:

• Control access to application components.
• Manage the privileges for a group of users. You can assign application groups to user groups to control user access.

User groups are not portable over different authentication schemes and are primarily useful when using APEX Account Credentials authentication.

2.8.9.2 Creating a Group

Create user groups on the Groups page.

To create a new group:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.
   The Workspace Administration home page appears.
2. Click Manage Users and Groups.
3. Click Groups.
4. Click Create User Group.

   On the User Group Page:

   1. Group Name - Enter a name for group to be created.
   2. Description - Enter a description for the group to be created.
   3. Group Grants - The current group is a member of the groups on the right. To make the current group a member of an additional group, select the group and click Move. To remove group membership, select the group and click Remove.
5. Click Create Group.

2.8.9.3 Editing an Existing User Group

Edit user groups on the Groups page.

To edit an existing group assignment:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.
   The Workspace Administration home page appears.
2. Click Manage Users and Groups.
3. You can customize the appearance of the page using the Search bar at the top of the page.
4. Select a group.
   The User Group page appears.
5. Make the appropriate edits and click Apply Changes.

2.8.9.4 Adding and Removing Users from a Group

Add and remove user groups on the Edit User page.

To add or remove a user from a group:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.

   The Workspace Administration home page appears.

2. Click Manage Users and Groups.
3. Select a user.

   The Edit User page appears.

4. Scroll down to Group Assignments.

   Each user belongs to the groups on the right.

5. To add a user to a group, select the group and click Move.
6. To remove a user from a group, select the group and click Remove.
7. Click Apply Changes.

2.8.9.5 Assigning a Group to Another Group

Manage privileges by assigning application groups to user groups.

To assign a group to another group:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.

   The Workspace Administration home page appears.

2. Click Manage Users and Groups.
3. Click Groups.
4. Select the user group.
5. Scroll down to Group Grants.

   The current group is a member of the groups on the right. To make the current group a member of an additional group, select the group and click Move. To remove group membership, select the group and click Remove.

6. Click Apply Changes.

2.8.9.6 Viewing Group Assignments

The Group Assignments page lists groups assigned to users and other groups. Use groups to categorize and manage privileges.

To view group assignments:

1. Navigate to the Workspace Administration page:
   1. Sign in to APEX.
   2. At the top of the Workspace home page, click the Administration menu and select Administration.
   The Workspace Administration home page appears.
2. Click Manage Users and Groups.
3. Click Group Assignments.
4. Select the grantee to edit.