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🛠️ Managing Machine Users in Arena

Machine Users in Arena are designed for system-to-system integrations where human identity tracking is not required. This guide walks you through the purpose, setup, configuration, and editing of Machine Users.

🤖 What Is a Machine User?

A Machine User is a special type of Arena user intended for automated integrations. Unlike Employee or Partner users, Machine Users do not represent individuals and are used when activities in Arena are performed by systems.

Key Differences

Integration Type User Type Arena Record
ERP Machine Arena-NetSuite Integration exported item 1000-02
Component Library Machine Octopart-Arena Integration added datasheet
CAD Human Jorge Engineer created item 1000-02
Messaging Approval Human Alice Manager completed quality process

🔐 Licensing & Authentication

  • License: Machine Users are licensed separately and typically tied to a single integration.
  • Authentication:
  • Web Token: Used for API access (no UI access). Only available for Onshape-Arena Connection users.
  • OAuth: Recommended for other secure integrations. Allows third-party apps access without sharing credentials.

⚙️ Configuration & Access Control

  • Configuration: Admins can configure Machine Users, including password resets and token generation—even for Cloud SSO customers.
  • Access Control:
  • Supports Access Policies for granular permissions.
  • Access Roles are not supported.
  • Login Conflict Resolution: Prevents session termination if a program is already running.
  • Notifications: An assigned Employee User can receive notifications on behalf of a Machine User.

👤 Creating a Machine User Profile

  1. Navigate to: Workspace Settings > [Account Name] Employees > Machine Users
  2. Click New Machine Users
  3. Fill in required details, including a unique email address
  4. Set Login Conflict Resolution preferences
  5. Click Create Profile
  6. Assign workspace access:
  7. Select workspaces via checkboxes
  8. Choose License and Training options
  9. Click Assign Access

💡 The Owner field is optional and designates an Employee User responsible for the Machine User. This person receives email notifications.

✏️ Editing Machine Users

To modify an existing Machine User:

  1. Go to: Workspace Settings > Users > Access > Machine
  2. Select the Machine User and click the pencil icon
  3. Update the following as needed:
  4. License: Required for creating/editing objects
  5. User Groups: Defined by workspace admins
  6. Policies: Provide granular control
  7. Training: Enable if the user interacts with the Training world
  8. Click Save

🔧 From the pencil icon dropdown, you can also reset passwords, generate tokens, and terminate sessions.

🧩 Workspace Access Setup

After profile creation, Machine Users have no access by default. You must:

  1. Go to the Workspaces tab
  2. Select a workspace
  3. Navigate to: Workspace Settings > User > Access > Machine
  4. Select the Machine User and click the edit icon
  5. Assign License, User Groups, Policies, and Training options