LeanIX - Product Documentation

Welcome to the LeanIX Product Documentation. Here you will find all the basic information you need to start working with LeanIX. We provide you with well-structured information on how to get more out of LeanIX, best-practices and use-case specific guidelines. Feel free to spread this product documentation in your company and use it as a common information source to answer your colleagues’ most urgent questions.

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Browse and Maintain Workspace Users

Browse Workspace Users

The administration area gives you a comprehensive way to manage your workspace users. As a default view, you will see a list of all users that are subscribed to the workspace, incl. their Name, Role, Status and Last Login. As you want to focus on active users, open invites or requested invites you can do so by choosing one of the sections on top of the list.

By clicking on one of the users you are forwarded to the user details and subscription information.

Removing a User from a Workspace

Once invited to LeanIX, a user cannot be deleted. The only option to remove a user from a workspace is to set the user profile to archive. You can do so in the Administration / Users menu. Simply click on a user and open the detailed view.

A click on Archive removes the user from the workspace. Note that this action cannot be undone.

What User Rights are given in LeanIX?

There are currently three different User Rights defined in LeanIX:

  • Viewer (can view, subscribe and comment to all Fact Sheets)
  • Member (can view, create and modify all Fact Sheets)
  • Admin (all rights of Workspace Member plus administration of Workspace e.g. User Management and Export)

Admins are able to set the desired role for a user during the invitation. It is possible to change the role of the user afterwards (see next section).


Please note: The Rights of the Roles are valid constantly.

The User permissions also apply to
other areas/ functions such as API or the Surveys (e.g. You send a Survey to a Viewer, he is not able to do changes in a Fact Sheet)

Include users who do not yet have access + which should not be invited at the moment

People who have not yet been invited to the workspace but already have a benefit for Admins are called:

*Contacts (can answer surveys, can be assigned to fact sheets by an admin)


  1. Admins can assign Fact Sheets to responsible persons
  2. Do not have to invite users to the workspace yet
  3. Can start with the first survey to this person, to further fill Fact Sheets
  4. In the end the fact sheet is well prepared and the Admin can invite this person


For the Survey - please note:

When creating a survery, make sure that no "Fact Sheet segment" is used (Edit fields in the Fact Sheets) - This is for "Contacts" not possible.
The survey cannot be sent out in this case.

How to create a "contact"

  1. Open a Fact Sheet
  2. click on "Subscriptions"
  3. Add a person
  4. click on "new person"
  5. Type in E-Mail, first name, last name
  1. save it, this is how it looks like:
    -> by adding a new person she/he not become a LeanIX user automatically. You can invite her/him afterwards with the usual invite process / or with the blue button below


Other user roles (created by yourself)

In addition to our basic User (Viewer, Member, Admin) it is also possible to create individual users with certain authorizations.

Who can do this?
-> you need the feature "Configuration" which depends on the contract

How can you create them?
-> For this you need to contact your CSM!

Change User Roles

The editing of content is limited by default to the user roles admin and member. The viewer can view Fact Sheets and leaves a comment. The audit trail (Last Update) shows in detail all changes with a reference to the user. This transparency should prevent misuse of the system. The (workspace) administrator has some more functions like managing user access, set the preferred invitation process and export all data to Excel. He can manage the settings in the Administration area.


Manage users with the help of SSO

Please take a look at the SSO Attribute Mapping section in the Technical Docs.

Updated 5 months ago


Browse and Maintain Workspace Users

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