KB185601924: How can I manage the Esko IDs for my organization?

Introduction

If the company you work for has multiple users of Esko products, each of them will likely have an Esko ID. But as a manager, how can you keep track of which of your associates already has an Esko ID? How can you disable the Esko ID of a user who has left your organization?

This article describes how you - as an Organization Owner - can use the Manage Esko ID portal at id.esko.com to perform these and many other common tasks.

Key Concepts

In our Manage Esko ID portal on id.esko.com, you will encounter these key concepts:

• Organization: the company to which your Esko ID is linked (through a company code). An organization may actually be a group of multiple companies.
• Organization Owner: the super administrator for your organization on the Manage Esko ID portal. There can be only one.
• Organization Co-Owner: one of the backup administrators assigned by the Organization Owner.
• Member: an Esko ID user linked to an organization.
• Roles: on the Manage Esko ID portal, the Organization Owner can assign a number of Roles to the Members of his organization.
• Approval: new Esko IDs that are created for your organization but that do not use a white-listed e-mail domain for your organization (e.g. by using a Gmail or Hotmail account), are manually reviewed and approved or rejected by Esko Support before they can be used. This protects your organization from outside users gaining access to your software, licenses, and other information. However, it also causes a potential delay before the new Esko ID becomes functional, as our Support people will contact you to request approval.
  The Manage Esko ID portal allows you to configure and add domains to the white-list, so you can skip the approval step for your new users; and it allows the Organization Owner to approve pending requests, so you do not have to rely on or wait for Esko Support!

Sign in to Manage Esko ID

Proceed as follows:

1. In your browser, navigate to https://id.esko.com.
2. Sign In with your Esko ID.
3. Your personal Profile page appears.
4. To access your organization:
   1. click your company name in the header, OR 
   2. choose Manage Organization from the Sign In menu in the main navigation bar.

What Can You Do on Manage Esko ID?

The main functions that an Organization (Co-)Owner can use are:

• Approve or Reject Esko ID creation and extension requests;
• Disable Esko ID accounts;
• Reset passwords;
• Assign permissions to Esko IDs in the form or Roles;
• View logs on the Updates page;
• Define Esko ID policies and settings for your Organization. 

How to Approve or Reject Esko ID Requests

New Esko IDs that are created for your organization but that do not use a white-listed e-mail domain for your organization (e.g. by using a Gmail or Hotmail account), are manually reviewed and approved or rejected by Esko Support before they can be used. This protects your organization from outside users gaining access to your software, licenses, and other information. However, it also causes a potential delay before the new Esko ID becomes functional, as our Support people will contact you to request approval.

The Manage Esko ID portal allows you to configure and add domains to the white-list, so you can skip the approval step for your new users; and it allows the Organization Owner to approve pending requests, so you do not have to rely on or wait for Esko Support!

To approve pending Esko ID requests:

1. Sign in and navigate to the Dashboard.
2. On the Esko ID Tasks card, click the Approve or Reject button that corresponds to the Esko ID request you want to handle.
3. In the confirmation dialog, you can choose to make the approval permanent (instead of the default 6-month approval).

How to assign Roles to Esko IDs

To add or remove permissions from an Esko ID, you have to assign or remove the corresponding Roles from the member in the Members page.

1. Navigate to the Members list, and if necessary, filter the list.
2. Click the Roles link next to the Esko ID you want to change.
3. In the Roles dialog, select or disable any Roles you want to add or remove.

How to Change Esko ID Policies and Settings

To change the policies regarding the use of Esko ID in your organization, navigate to the Settings page.

Esko ID Creation policies

Organization (Co-)Owners can make the following changes to Esko ID creation policies:

Purchasing policy on the Store

Organization (Co-)Owners can block Esko ID users from purchasing hardware consumables and software subscriptions from the online Esko Store:

Software and licensing policies on My Software

Organization (Co-)Owners can block Esko ID users from download software or licenses from My Software: