Merge pull request #7182 from umbraco/users

Updated Users section images and text to match v15 and v16 UI

Author: eshanrnh

15/umbraco-cms/fundamentals/data/images/default-permissions-v15.png

@@ -1,81 +1,118 @@
 ---
 description: >-
-  This guide will explain how to define, create, and manage users in the
-  backoffice
+  Learn how to create, manage, and assign permissions to users in the Umbraco backoffice.
 ---
 
 # Users
 
-Users (not to be confused with [Members](../members.md)) are people who have access to the Umbraco backoffice. These could include Content Editors, Translators, Web Designers, and Developers.
+Users are people who have access to the Umbraco backoffice (not to be confused with [Members](../members.md)). These could include Content Editors, Translators, Web Designers, and Developers.
 
-This guide will explain how to define, create, and manage users in the backoffice.
+This guide will walk you through how to create and invite users, manage user profiles, work with User Groups and permissions in the backoffice.
 
-## Creating a user
+## Creating a User
 
-Go to the **Users** section. Here, you will see an overview of all the current backoffice users.
+To create or invite a User:
 
-To create a new user select the **Invite user** button. You will be prompted to add a **Name** and an **Email** for the new user. You will also need to select which **User group** the new user should be added to and enter a **Message** for the invitation.
+1. Go to the **Users** section in the backoffice.
+2. Select **Create -> User**. Alternatively, click **Invite...**.
+3. Enter the **Name** and **Email** of the new user.
+4. Select which **User group** the new user should be added to.
+5. *[Optional]* Enter a **Message** for the invitation.
+6. Click **Create user** or **Send invite**.
 
-Once you have created the user, an autogenerated password will be provided. This password needs to be used to access the account.
+Once you have created the user, the new user will receive a system-generated password for their initial login. This password needs to be used to access the account.
 
-### User profiles
+### Managing a User Profile
 
-There are default properties on every user that can be defined:
+Open a user’s profile from the **Users** section to update:
 
-* Change/Remove photo.
-* Change Password (provides an option to set a new password).
-* Disable (allows one to disable service access).
-* Update the email for the user.
-* Language (sets the backoffice language of the user account).
-* User Group (determines the scope of access in the backoffice)
-* Start nodes for both Content and Media sections to limit access
+* Profile photo.
+* Email address of the user.
+* UI Culture (sets the backoffice language of the user account).
+* User Group (determines the scope of access in the backoffice).
+* Start nodes for both Content and Media sections to limit access.
+
+## Managing Users
+
+When working with multiple users in Umbraco, the user screen provides tools to help you quickly locate and manage users using filters and layout options.
+
+### Filter and Organize Users
+
+At the top of the Users section, use the search bar to quickly find a user by typing their name or email address.
+
+Use the **Status** filter to narrow down users based on their current state:
+
+* Active – Users who have logged in and are enabled.
+* Disabled – Users whose access has been explicitly turned off.
+* Locked out - User has been automatically blocked from logging in after too many failed login attempts.
+* Invited -  User has been invited to access the Umbraco backoffice.
+* Inactive – Users who haven't logged in or have been disabled.
+
+The **Groups** filter lets you view users based on the user groups they belong to. For example, Administrators, Editors, Sensitive data, Translators, and Writers.
+
+Use **Order by** to sort users by:
+
+* Name (A–Z)
+* Name (Z-A)
+* Newest
+* Oldest
+* Last Login
+
+### Layout Options
+
+Users are displayed in Grid format by default, showing:
+
+* Initials, full name, and group membership.
+* Login status (for example, “Inactive” label).
+* Last login time (if applicable).
+
+Click the table/grid icon (top-right corner) to switch to a more compact, column-based layout.
 
 ## Default User Groups
 
-By default, the User Groups available to new users are **Administrators**, **Writers**, **Editors**, **Translators,** and **Sensitive Data**.
+By default, the User Groups available to new users are **Administrators**, **Editors**, **Sensitive Data**, **Translators,** and **Writers**.
 
-* **Administrator**: Can do anything when editing nodes in the content section (has all permissions).
-* **Editor**: Allowed to create and publish content items or nodes on the website without approval from others or restrictions (has permissions to **Public Access**, **Rollback**, **Browse Node**, **Create Content Template**, **Delete**, **Create**, **Publish**, **Unpublish**, **Update**, **Copy**, **Move** and **Sort**).
-* **Writer**: Allowed to browse nodes, create nodes, and request for publication of items. Not allowed to publish directly without someone else's approval like an Editor (has permissions to **Browse Node**, **Create**, **Send to Publish,** and **Update**).
-* **Translator**: These are used for translating your website. Translators are allowed to browse and update nodes as well as grant dashboard access. Translations of site pages must be reviewed by others before publication (has permissions to **Browse Node** and **Update**).
+* **Administrators**: Can do anything when editing nodes in the content section (has all permissions).
+* **Editors**: Allowed to create and publish content items or nodes on the website without approval from others or restrictions (has permissions to **Public Access**, **Rollback**, **Browse Node**, **Create Content Template**, **Delete**, **Create**, **Publish**, **Unpublish**, **Update**, **Copy**, **Move** and **Sort**).
 * **Sensitive data**: Any users added to this User group will have access to view any data marked as sensitive. Learn more about this feature in the [Sensitive Data](../../../reference/security/sensitive-data-on-members.md) article.
+* **Translators**: These are used for translating your website. Translators are allowed to browse and update nodes as well as grant dashboard access. Translations of site pages must be reviewed by others before publication (has permissions to **Browse Node** and **Update**).
+* **Writers**: Allowed to browse nodes, create nodes, and request for publication of items. Not allowed to publish directly without someone else's approval like an Editor (has permissions to **Browse Node**, **Create**, **Send to Publish,** and **Update**).
 
 ## Creating a User Group
 
 You can also create your own custom User Groups and add properties and tabs as you would with Document Types and Member Types.
 
-Go to the **Users** section and select the **Groups** tab in the top-right corner.
-
-![User Groups Tab](../../../../../14/umbraco-cms/fundamentals/data/images/user-groups.png)
+1. Go to the **Users** section.
+2. Select **User Groups**.
+3. Click **Create**.
 
-Select **Create Group** and you will be taken to the **User Group** editor. Here you can define and edit the User Group through custom settings and properties.
+![User Groups Menu](../images/user-groups-menu-v16.png)
 
 ### User Group Parameters
 
-![Create User Group](../../../../../14/umbraco-cms/fundamentals/data/images/create-user-group.png)
+![Create User Group](../images/user-groups-v15.png)
 
-Shows basic information about the User Group and settings for custom properties.
+Enter the information about the User Group and settings for custom properties:
 
-* **Name**: The name of the User Group is shown in the User Group tab.
+* **Name**: The name of the User Group.
 * **Alias**: Used to reference the User Group in code - the alias will be auto-generated based on the name.
-* **Assign access**: Define which sections and languages the users will have access to, and if the users should have access to only some or all content and media.
+* **Assign access**: Define which sections and languages the users will have access to. Also, if the users should have access to only some or all content and media.
 * **Default Permissions**: Select the default permissions granted to users of the User Group.
 * **Granular permissions**: Define a specific node the users in the group should have access to.
-* **Users**: Add users to the new group.
 
 ## User Permissions
 
-Depending on which User Group a user is added to, each user has a set of permissions associated with their accounts. These permissions either enable or disable a user's ability to perform its associated function.
+Depending on which User Group a user is added to, each user has a set of permissions associated with their accounts. These permissions either enable or disable a user's ability to perform their associated function.
 
-The available user permissions are defined under **Default Permissions** in the User group.
+The available user Permissions are defined under **Default Permissions** in the User group.
 
-![Default permissions](../../../../../14/umbraco-cms/fundamentals/data/images/default-permissions.png)
+![Default permissions](../images/default-permissions-v15.png)
 
 ## Granular Permissions
 
 As an addition to the Default Permissions, it is also possible to add more granular permissions on a User Group level.
 
-<figure><img src="../../../.gitbook/assets/Screenshot 2025-06-04 at 12.45.05.png" alt=""><figcaption></figcaption></figure>
+![Granular permissions](../images/granular-permissions.png)
 
 With the **Documents** permission, you can define granular permissions on specific documents. This is useful when a User Group should only have limited access to a certain page on the website. Clicking **Add** opens a dialog where you can choose between documents from the Content section.
 

15/umbraco-cms/fundamentals/data/images/granular-permissions.png

@@ -17,3 +17,13 @@ Since API Users are identical to regular Users their backoffice access can be co
 {% hint style="info" %}
 Client IDs for API Users are explicitly prefixed with `umbraco-back-office-`. This guards against API Users accidentally taking over one of the Client IDs used by the Umbraco core.
 {% endhint %}
+
+## Creating an API User
+
+To create an API User:
+
+1. Go to the **Users** section in the backoffice.
+2. Select **Create -> API User**.
+3. Enter the **Name** and **Email** of the new API user.
+4. Select which **User group** the new user should be added to.
+5. Click **Create user**.