Manage App Users

• Updated on Jun 29, 2026
• Published on Mar 9, 2026
• 3 minute(s) read

Overview

This guide provides step-by-step instructions for managing app users on the Sanas Portal. For an introduction to the difference between app users and Portal users, see App Users & Portal Users.

Before you begin

• Permission: Your Portal role must include Application Users (Full Access).
• Target group: Identify the group where users will be added; this determines their product access and feature settings.
• Authentication mode: Know the authentication mode configured for the target group. See Authentication Modes.

Auto-Activation : If the target group uses Auto-Activation , skip manual user addition. Users are automatically added to the Default Group on first login and can be moved later .

Tip: Group IDs are now accessible in the App Users page. Currently located between Group Name and Personalize status columns.

Add App Users

1. Log in to the Portal (opens in new tab).
2. Select the target group in the group tree where you want to add a user.

Use this method for UAK authentication when adding users individually.

1. Navigate to Groups & Users > App Users.

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2. Click Add Users.
3. Enter the following:
   • User ID — Enter a unique identifier (letters, numbers, and . _ + - @ only).
   • First and Last Name (optional).
4. To add multiple users, click Add (up to 5 per request).

.png?sv=2026-02-06&spr=https&st=2026-07-18T06%3A13%3A39Z&se=2026-07-18T06%3A26%3A39Z&sr=c&sp=r&sig=U29KH8NDpup6Z7L6IdTYSSWjUgKGemJkKrbfpfb6%2BYE%3D) 5. Click Save.

After adding: Share the Account ID (top of the group tree) and User ID with each user so they can sign in.

Use this method for Email-Passcode authentication.

1. Navigate to Groups & Users > App Users.

.png?sv=2026-02-06&spr=https&st=2026-07-18T06%3A13%3A39Z&se=2026-07-18T06%3A26%3A39Z&sr=c&sp=r&sig=U29KH8NDpup6Z7L6IdTYSSWjUgKGemJkKrbfpfb6%2BYE%3D) 2. Click Invite Users. 3. Enter the user's work email address and hit Enter. 4. Repeat to add up to 5 email addresses per request. 5. Click Invite App Users.

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Sanas sends the invitation email automatically. Only work email addresses are accepted.

Use this method to add a large number of users at once via CSV. Supports both UAK and Email-Passcode authentication.

1. Navigate to Groups & Users > App Users.

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2. Click Bulk Add.

3. Click Download .csv Template and save the file.

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4. Open the template and enter user details:

   • User ID (required) — Work email for Email-Passcode, or a unique identifier for UAK.
   • Group ID (optional) — Leave empty to add users to the current group, or specify a different Group ID.

5. Save the file and upload it to the Portal.

6. If errors are found, download the error report, fix the issues, and re-upload.

7. Review the action summary and confirm.

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Move Users

Move app users between groups to change their product access and configurations.

1. Select a group in the group tree where the user is currently added.
2. Navigate to Groups & Users > App Users.
3. Select the checkbox next to the users you want to move.
4. Click Move To.
5. Select the target group.
6. Click Move To, then confirm.

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Users are not notified about the move.

Note: We recommend moving users between groups with the same authentication mode. Moving to a group with a different mode may require re-adding the user.

Edit User Details

You can update a user's name, but User IDs cannot be changed. To correct a User ID, deactivate the user and re-add them.

1. Select a group in the group tree where the user is currently added.
2. Navigate to Groups & Users > App Users.
3. Click the ellipsis (⋮) next to the user.
4. Select Edit User Details.
5. Update the name and click Save.

Deactivate and Reactivate App Users

Deactivating a user revokes their app access immediately and releases their license seat.

Note: Users cannot be permanently deleted. Deactivation preserves historical usage data for reporting and analytics.

Deactivate User

1. Navigate to Groups & Users > App Users for the user's group.
2. Select the checkbox next to the user.
3. Click Deactivate Users, then confirm.

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Reactivate User

1. Navigate to Groups & Users > App Users for the user's group.
2. In the status filter, select Deactivated.

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3. Select the checkbox next to the user.
4. Click Activate Users, then confirm.

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Export App Users List

For reporting and analytics purposes, portal admins can export or download the App Users list within their scope or permission.

1. From Groups & Users, select App Users.
2. The export tab with the same label is on the right side.
3. Export file format is currently .xlsx.

FAQ

Are User IDs case-sensitive?

No User IDs are case insensitive. User_01 and user_01 are treated as the same account.

Is there a limit to how many users I can add?

No limit on total users, but concurrent usage is limited by your allocated app licenses.

Can I use a personal email address (e.g., Gmail)?

No. Only work email domains are accepted.

Why can't I delete a user?

Users are deactivated rather than deleted to preserve historical usage data for reports and analytics.

What are the latest UI enhancements made for a positive user experience?

Users can now freely resize the table columns to make long details, such as App Users Names and User IDs readable. Plus, a sorting option in these columns have been made available in an ascending or descending order.