Workiva Support Center

Note: If you are an Org User Admin and want to change your own user information, you will need a different Org User Admin to follow these steps to change your user information.

Change username

Note: Only an Org User Admin of the user's home organization can change the user's username.

For Org User Admins, to change a user's username:

1. In Organization Admin, go to Identities & access management > Identities > People.
   
2. Find the person by searching by name or username and click on the row to select the user.

3. Enter the new username.
   

   Note: If the box is checked to use email for username, changing a user's email automatically updates their username.

4. Check the box Yes, I'm sure to confirm you'd like to change the username.
5. Click Apply Changes.

When you change a user's username, they'll receive an email notifying them of their new username.

Edit user details

Note: Only an Org User Admin of the user's home organization can edit the user's details.

For Org User Admins, to edit user details in your organization, such as name or email:

1. In Organization Admin, go to Identities & access management > Identities > People.
   
2. Find the user by searching their name or username and click on the row to select the user.
3. Make any updates and click Apply Changes.
   

When you change an email address for a user, an email is sent to both the old and new email addresses informing the user about the change.

Edit users in bulk

Note: Only an Org User Admin of the user's home organization can edit users in bulk.

For Org User Admins, to edit multiple users in your organization at the same time:

1. In Organization Admin, go to Identities & access management > Identities > People.
2. Click Edit then Edit users from file.
   

3. Select Download Template to create a new file or paste in information.

   Note: Column headings must match the headings in the template.

4. Upload the CSV by selecting Browse.
   
5. Press Next to review the changes that will be made. Fix any errors that were identified.
6. Select Update Users and then Finish to complete the update.

Email/Username Update for Duplicate Users

Usernames must be unique within the Workiva platform. If after two profiles have been mistakenly created for one user and one of the profiles has been removed from the org, the user desires to have the original username they created then follow the steps listed below.

Note: A user must have the Org User Admin role in order to make the email/username update.

If you try to update a username and receive a system message that the user was previously removed from the organization, and you are unable to update the username, then complete the following steps.

1. From the Organization Admin, go to Identities & access management > Identities > People. Search for the NEW username.
   
2. If that username already exists in the org, you will need to ensure you check the username and not just the email by clicking on the user to see both the username and email.
3. Search for the user with the OLD user profile that has the desired username and click on that user.
4. Uncheck the email box for that username.
5. Edit the username by adding DONOTUSE after the email domain. Example: jdoe@abc.comdonotuse. This frees up the desired username to be used.
6. Click Yes, I'm Sure.
7. Click Apply Changes.
   
8. If the NEW/Duplicate user profile does not already exist in the org in the People tab, click Add and then Add user.
9. Add the NEW email/username to the org.
10. Search for the user you just added and click on that name.
11. Confirm that the email and username match to the desired email by selecting the Use Email for Username checkbox.
12. Click Apply changes.
13. Search for the username you added DONOTUSE to and check the box next to that name.
14. Select Remove at the top of the screen, then click Remove users.