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Users and groups

Both pages live under Admin and are restricted to the ADMIN role.

Users (/admin/users)

People sign in through Philter (see Sign-in through Philter), so the Users page lists Philter's users and changes them through Philter's Users API, acting as you: Philter checks that you are an administrator, and its audit log names you. Philter Workspace keeps each person's Philter Workspace role (User or Auditor) and groups. Auditors can open the page, but Philter shows its users only to Philter administrators.

The list shows 25 users a page, sorted by username; click User to reverse the order. Search matches part of a username, and Role and Status narrow the list to administrators or users and to active or deactivated users. Philter does the searching, filtering, and sorting, and the page links keep them as you page through.

Add a Philter user

Enter a username, an optional email address, and a first password of at least 16 characters, and tick Administrator to make them a Philter administrator. Give the password to the person yourself; Philter makes them choose their own at first sign-in. Philter Workspace creates their Philter Workspace record at once, so you can add them to groups before they sign in. A username cannot contain /, \, ;, %, or control characters, and cannot be reused, even after the user is deactivated.

In Philter Workspace

  • Auditor (read-only) makes a user a Philter Workspace AUDITOR. A Philter administrator is always a Philter Workspace ADMIN.
  • Groups sets the person's groups. A group needs at least one member, so you cannot remove a group's only member here. Removing someone from a group also removes them as its team lead. Team leads are chosen on the Groups page.

Saving creates the person's Philter Workspace record if they have not signed in yet. A user added in Philter directly appears in the list, marked "Not signed in yet", and gets a record when you save here or when they first sign in.

In Philter

  • Set role makes the person a Philter administrator or user. Philter keeps at least one active administrator.
  • Reset password sets a new password, which the person must change at next sign-in, and ends their sessions.
  • Set email changes the email address Philter keeps for them.
  • Clear sign-in lock clears a lock from repeated failed sign-ins. Philter does not report whether a user is locked, so this says when there was no lock.
  • Unlock 2FA and Remove 2FA are for a person locked out of two-factor authentication or who has lost their device. After removal they set it up again at next sign-in if your deployment requires it.
  • Sign out everywhere ends all of the person's sessions.
  • Deactivate stops the person signing in and their API keys working, and ends their sessions. Philter does not delete users, so Reactivate restores them. Their Philter Workspace record is kept, so batches, reviews, and the audit log still name them, and their groups return on reactivation.

Changing someone's role, resetting their password, deactivating them, or signing them out also ends their Philter Workspace sessions. Remove 2FA, Sign out everywhere, and Deactivate ask you to confirm first.

You cannot change your own role, password, or two-factor authentication, or deactivate yourself, here; use Settings for your password, or ask another administrator.

Philter Workspace records without a Philter user

Records without a Philter user, above the list, opens a page of any Philter Workspace record with no Philter user, such as a person from Philter Workspace's removed local sign-in who has no Philter user with their email address as username (see Upgrading from local sign-in). Nobody can sign in as one, but it still counts as a group member and team lead. Delete record removes it, and removes it from its groups, after Philter confirms there is no such user, and after you confirm. A record that is a group's only member is not deleted until someone else joins the group. Finding these records reads every Philter user, so they have their own page; nothing is listed when Philter's user list cannot be read.

API-only users

A user with no password, such as an account for automation that calls Philter Workspace's API with a Philter API key (see API keys), is marked API only. It cannot sign in, and here it can only be deactivated or reactivated, so it is not given a password by accident. Manage it with Philter's Users API.

Groups (/admin/groups)

A group holds zero or more users; every batch is assigned to exactly one group. Group membership is what scopes a USER to a subset of batches and documents.

Create a group

Set the Name and check at least one user under Members. Names must be unique. A group must always have at least one member.

Edit a group

Each group row has an inline form to rename the group and update its members. Removing the last member is rejected with an error.

Delete a group

Click Delete on a group row. Deleting a group does not delete batches that reference it; instead, those batches will appear with no group and be inaccessible to non-admins until reassigned. Reassign batches first if you want to avoid orphaning them.

Defaults

Philter Workspace creates no accounts: the first administrator is Philter's admin (see First sign-in). On first start with empty groups and the demo loader enabled, Philter Workspace creates a Default group containing every existing user and assigns the seeded sample-files batch to it. This is placeholder configuration; add real users and groups before going live.