Users

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The Users page in the Users section of the Admin menu lists all user accounts on your Looker instance.

New Users page

Enable the New Users Page Labs feature to view the redesigned Users page. If the New Users Page Labs feature is not enabled, see the Users page section of this documentation page instead.

Viewing and searching users

The Users page shows the following information:

  1. Tabs group your users by type:

    • The Standard Users tab shows users who log in to Looker directly, through either the regular authentication process or through the Looker API.
    • The Embed Users tab shows SSO embed users who are authenticated through a third-party application.
    • The Looker Support tab shows Looker Support analysts who were granted access to your Looker instance.
  2. The Filter List field limits which users are shown. You can filter on user ID, name, or email address. To filter on user ID, enter a user ID to display that user. For name and email address, when you enter any string, the list of users displayed shows all users whose name or email address contains the string entered in the filter field. The Filter List replaces the search function on the previous version of the Users page.

  3. Clicking the User column heading sorts the table by username in ascending or descending order.

  4. Each row lists the user's name, ID, and email address, and it includes an icon that indicates the type of access the user has. Hold your cursor over the icon to see what the icon represents.

    You click on the row to edit the user. Users who cannot be edited are indicated by a lock on the user icon. These users are either system created (such as members of the All Users group) or externally managed by the LDAP, SAML, or OpenID Connect protocol.

  5. The Active Credential column lists the types of access that the user has to your Looker instance.

  6. The Group column lists all groups to which the user belongs.

  7. The Role column lists all roles assigned to the user.

  8. You click the Add Users button to create new users.

  9. You click the three-dot Options menu to disable the user, sudo as the user, or delete the user.

    Deleting a user is irreversible. Consider your organization's compliance and security needs before doing so.

Adding users

To add a user, click the Add Users button.

In the Adding a new user page, type or paste a comma-separated list of email addresses and select the groups and roles that will be assigned to each. To view the list of groups, start typing into the Groups field; all group names that include that text appear. Click the Save button to create the users and, if you've selected the Send setup emails checkbox, to send sign-up emails.

Editing users

To edit a user, click the user's row and adjust the settings:

Profile tab

The Profile tab lets you set descriptive information about your user and assign groups and roles to the user.

First Name

Add or edit the user's first name, if applicable. This field does not require a value, but it can be useful for organizational purposes.

Last Name

Add or edit the user's last name, if applicable. This field does not require a value, but it can be useful for organizational purposes.

Email

Add or edit the user's email address. When the user logs in to Looker, the email address serves as their username.

If the user has never logged in, this button is labeled Send Setup Link. If the user has logged in previously, this button is labeled Send Password Reset Link. To send a setup email to a new user or to reset a password for an existing user, you can click this button to send a link to the user's email address that you previously specified. The URL that is sent to the user is shown in this field. See the Password requirements documentation page to learn about specifying password complexity requirements in Looker. If the user does not set their password within one hour, the password's reset link expires.

Edit API3 Keys

An API3 key is used to access the Looker API. API3 keys are created by Looker and consist of a client ID and a client secret. Looker requires an API3 key to execute commands with the Looker API.

To generate API keys, click the Edit Keys button. The Edit User API3 keys page opens and shows the existing API3 keys. Click the New API3 key button to generate a new key.

The API3 keys have the same permissions as the user account from which they were created.

It is best practice to create dedicated user accounts for API scripts — one user account for each script. That way, you can configure a user account with the specific set of permissions that allows the script to perform its function and only its function. For example, for an API script that runs queries, you can create a user account with the access_data permission, but no other permissions.

This lets you increase security by compartmentalizing a script's access. Also, if you need to stop a script, you can disable (or delete) that script's user account. Be sure to read the Removing user access section on this page before you delete any user account.

Timezone

If you've enabled User Specific Time Zones on your Looker instance, you can select the time zone that will be used when this user runs a query in Looker.

Locale

The Locale field sets the user-interface language and model locale for a user.

Looker supports the UI translations that are shown in the table below. Enter the code in the Locale field.

For the user to view a localized version of one or more data models, enter the title of the model's strings file for that locale in the Locale field.

For the user to view both model localization and Looker's built-in UI translations, the model's strings file should have the same name as the appropriate locale code in the table below; and that code should be entered in the Locale field.

To confirm the Locale setting, click Save at the bottom of the page.

Language Locale Code and Strings Filename
English en
Czech cs_CZ
German de_DE
Spanish es_ES
French fr_FR
Hindi hi_IN
Italian it_IT
Japanese ja_JP
Korean ko_KR
Lithuanian lt_LT
Norwegian (Bokmål) nb_NO
Dutch nl_NL
Polish pl_PL
Brazilian Portuguese pt_BR
Portuguese pt_PT
Russian ru_RU
Swedish sv_SE
Thai th_TH
Turkish tr_TR
Ukrainian uk_UA
Simplified Chinese zh_CN
Traditional Chinese zh_TW

For users with no Locale set, Looker uses the locale chosen on the Localization page of the Admin panel as the default locale; and, if no locale is set there, Looker defaults to en.

Setting a custom locale

Looker developers can create custom locales to use for model localization only. Custom locale codes are designated by the titles of the string files that are created in the model localization process. To apply that custom locale to users, perform these steps:

  1. Enter the custom locale code in the Locale field. As you begin typing in the field, any pre-existing text disappears.

  2. Click Create "your_custom_locale_code".

  3. Click Save at the bottom of the page. The code will be added to the user's locale drop-down menu.

The Looker UI does not support custom locales. If you use a custom locale in a user's Locale field, that user's UI defaults to the language that is set in the instance locale.

Number Format

Looker's default number format setting for numbers that appear in data tables and visualizations is 1,234.56. However, the number format can be set to any of the following:

  • 1,234.56: Thousands separated with commas; decimals separated with a period
  • 1.234,56: Thousands separated with periods; decimals separated with a comma
  • 1 234,56: Thousands separated with spaces; decimals separated with a comma

For more information and examples of using the Number Format setting, see the Localizing number formatting documentation page.

Groups

Lists the groups that the user is a member of. You can add the user to a new group by selecting the group from the drop-down, and you can remove the user from a group by clicking the X next to the group name in the list.

Users can also be added to groups on the Groups admin page.

Roles

Lists the roles assigned to the user. You can add a new role to the user by selecting the role from the drop-down, and you can remove a role from the user by clicking the X next to the role name in the list.

Roles can also be added on the Roles admin page.

User Attributes tab

The User Attributes tab displays and lets you set and unset user attributes for a user. Values that are assigned to an individual user always override any values that are assigned to that user as a member of a group. System settings are not editable.

Users page

If the New Users Page Labs feature is not enabled, Looker displays the prior version of the Users page:

Viewing and searching users

The Users page displays the following information for each user:

Column | Definition ------------|----------- ID | A user ID that is assigned by Looker at the time of user creation Name | The user's actual name, which they enter when they initially sign up Credentials | The user's email address, which serves as the username Groups | A list of [groups](/looker/docs/admin-panel-users-groups) that the user belongs to Roles | A list of [roles](/looker/docs/admin-panel-users-roles) that are assigned to the user Actions | Actions that you can take for the user

You can sort the table by the ID or the Name column by clicking on the column's header.

You can search the Name and Credentials columns by entering a search term into the search box in the upper right and pressing Enter.

Adding users

To add a user, click the Add Users button.

Type or paste a comma-separated list of email addresses and select the roles and groups to assign to each. Click the Add Users button to create the users and, if you've selected the Send setup emails checkbox, to send sign-up emails.

Editing users

To edit a user, click the Edit button to the right of the user's row. On the Edit User page, adjust settings:

Account

Enable or disable a user's account. Consider disabling the user account instead of deleting them.

First Name

Add or edit the user's first name, if applicable. This field does not require a value, but it can be useful for organizational purposes.

Last Name

Add or edit the user's last name, if applicable. This field does not require a value, but it can be useful for organizational purposes.

Email

Add or edit the user's email address. When the user logs in to Looker, the email address serves as their username.

Locale

The Locale field sets the user-interface language and model locale for a user.

If you would like the user to view certain user interface (UI) text in a specific language, Looker supports the UI translations shown in the following table. Enter the code in the Locale field.

If you would like the user to view a localized version of one or more data models, enter the title of the model's strings file for that locale in the Locale field.

If you would like the user to view both model localization and Looker's built-in UI translations, the model's strings file should have the same name as the appropriate locale code in the table below; and that code should be entered in the Locale field.

To confirm the Locale setting, click Save at the bottom of the page.

Language Locale Code and Strings Filename
English en
Czech cs_CZ
German de_DE
Spanish es_ES
French fr_FR
Hindi hi_IN
Italian it_IT
Japanese ja_JP
Korean ko_KR
Lithuanian lt_LT
Norwegian (Bokmål) nb_NO
Dutch nl_NL
Polish pl_PL
Brazilian Portuguese pt_BR
Portuguese pt_PT
Russian ru_RU
Swedish sv_SE
Thai th_TH
Turkish tr_TR
Ukrainian uk_UA
Simplified Chinese zh_CN
Traditional Chinese zh_TW

For users with no Locale set, Looker uses the locale chosen on the Localization page of the Admin panel as the default locale; and, if no locale is set there, Looker defaults to en.

Setting a custom locale

Looker developers can create custom locales to use for model localization only. Custom locale codes are designated by the titles of the string files that are created in the model localization process. To apply that custom locale to users, perform these steps:

  1. Enter the custom locale code in the Locale field. As you begin typing in the field, any pre-existing text disappears.

  2. Click Create "your_custom_locale_code".

  3. Click Save at the bottom of the page. The code will be added to the user's locale drop-down menu.

Currently, the Looker UI does not support custom locales. If you use a custom locale in a user's Locale field, that user's UI defaults to the language that is set in the instance locale.

Number format

Looker's default number format setting for numbers that appear in data tables and visualizations is 1,234.56. However, the number format can be set to any of the following:

  • 1,234.56: Thousands separated with commas; decimals separated with a period
  • 1.234,56: Thousands separated with periods; decimals separated with a comma
  • 1 234,56: Thousands separated with spaces; decimals separated with a comma

For more information and examples of using the Number format setting, see the Localizing number formatting documentation page.

Timezone

If you've enabled User Specific Time Zones on your Looker instance, you can select the time zone that will be used when this user runs a query in Looker.

If the user has never logged in, this button is labeled Send setup link. If the user has logged in previously, this button is labeled Send reset link. If you need to set or reset a password, you can click this button to send a link to the user's email address that you previously specified. The URL that is sent to the user will be displayed in this field. See the Password requirements documentation page to learn about specifying password complexity requirements in Looker. If the user does not reset their password within one hour, the password's reset link will expire.

Two-Factor Secret

This option appears if you have enabled two-factor authentication (2FA) on your instance. Click the Reset button to reset 2FA for the user. This causes Looker to prompt the user to rescan a QR code with the Google Authenticator app the next time they attempt to log in to the Looker instance.

API3 Keys

An API3 key is used to access the Looker API. API3 keys are created by Looker and consist of a client ID and a client secret. Looker requires an API3 key to execute commands with the Looker API.

To generate API keys, click the Edit Keys button. The Edit User API3 keys page opens and shows the existing API3 keys. Click the New API3 key button to generate a new key.

The API3 keys have the same permissions as the user account from which they were created.

It is best practice to create dedicated user accounts for API scripts — one user account for each script. That way, you can configure a user account with the specific set of permissions that allows the script to perform its function and only its function. For example, for an API script that runs queries, you can create a user account with the access_data permission, but no other permissions.

This lets you increase security by compartmentalizing a script's access. Also, if you ever need to stop a script, you can simply disable (or delete) that script's user account. Be sure to read the Removing user access section on this page before you delete any user account.

Individual Roles

Lets you select the roles that this user should have, if you want to assign roles individually. See the Roles page for more information on configuring roles, or the Permissions management documentation page for a broader discussion of Looker permissions.

Looker generally suggests assigning roles to groups instead of assigning roles directly to individual users.

Groups

Lists the groups the user is a member of. You can add the user to a new group by selecting the group from the drop-down, or remove the user from a group by clicking the X next to the group name in the list.

Users can also be added to groups on the Groups admin page.

Roles

Lists the roles assigned to the user. You can add a new role to the user by selecting the role from the drop-down, or remove a role from the user by clicking the X next to the role name in the list.

Roles can also be added on the Roles admin page.

User attributes

Sets and unsets the values of a user's user attributes. Values that are assigned to an individual user always override any values that are assigned as a result of membership in a group. System settings are not editable.

Removing user access

To remove a user's access to Looker, you can either disable or delete their account. For most situations, the best practice is to disable the account.

Differences between disabling and deleting a user account are described in the following table:

Description Disabled Deleted
The user can log in to the Looker instance No No
The user's personal folder Still exists Deleted
Looks and dashboards in the user's personal folder Still exist Moved to the Trash folder
Looks and dashboards the user saved to a Shared folder Still exist in the Shared folder Still exist in the Shared folder
Schedules created by the user Schedules are disabled Schedules are deleted
Schedules based on the user's content, but created by another user Schedules continue to run User's content is deleted; schedules based on that content are deleted
Schedules that list the user as a recipient and are created by another user with the ability to deliver content to external email accounts Schedules will continue to run and deliver normally (user will be treated as an external user) Schedules continue to run and deliver normally (user will be treated as an external user)
Schedules that have Run schedule as recipient enabled and list the user as a recipient Schedules will continue to run but will fail to deliver to the disabled user upon next run Schedules continue to run but will fail to deliver to all users with error run_as_recipient was specified on ScheduledPlan but recipient is not a Looker user
Boards created by the user Still exist Still exist
Alerts created by the user Remain active, but are not visible or editable from the dashboard on which the alert is set unless self-assigned by an admin. Admins can edit or self-assign the alert from the Alerts management admin page in the Admin panel. Alerts are deleted immediately from dashboards and from the Alerts management admin page in the Admin panel.
Historical usage information for the user Kept Most are deleted

Disabling users

To prevent user access to Looker, it is typically best practice to disable the user account. When you disable a user account, the user's usage history and personal content is retained. For details about the differences between disabling and deleting users, see the table in the Removing user access section on this page.

If you have enabled the New Users Page Labs feature, to disable a user account, select Disable user from the three-dot Options menu to the right of the user's row:

If you have not enabled the New Users Page Labs feature, to disable a user account, click the Disable button to the right of the user's row. A dialog box will ask you to confirm.

Deleting users

Deleting a user is irreversible. Consider your organization's compliance and security needs before doing so.

Instead of deleting a user, consider disabling the user account instead. This prevents a user from being able to log in, but their information, content, and history remain intact. For details about the differences between disabling and deleting users, see the table in the Removing user access section on this page.

If you have enabled the New Users Page Labs feature, to delete a user account, select Delete User from the three-dot Options menu to the right of the user's row:

If you have not enabled the New Users Page Labs feature, to delete a user, perform these steps:

  1. Click the Edit button to the right of the user's row.

  2. At the bottom of the Edit User page, click Delete.

  3. On the confirmation dialog box, click OK to delete the user.

Impersonating (sudoing) users

Sudoing lets you navigate Looker as if you were a different user, with all of their privileges and abilities.

Sudoing is also a useful way to validate that you've properly configured permissions and other features or to view a user's LookML development before they've committed and pushed changes.

The see_users and sudo permissions are both required to sudo as another user. Admins can sudo as any other user, including other admins. Non-admin users can only sudo as other non-admin users.

If you have enabled the New Users Page Labs feature, select Sudo as this user from the three-dot Options menu to the right of the user's row:

If you have not enabled the New Users Page Labs feature, click the user's Sudo button from the Users admin page:

A bar at the top of the screen warns you that you're in a sudoed state. That lets you exit the sudoed state. Any changes made in this state will impact the user that you're emulating.

If you are in Development Mode, your changes are not visible to other users until you deploy your changes to production. If you haven't deployed your changes for other users to see, you will not see your changes when you sudo as a different user.

Sudoing as an SSO embed user and interacting with a Looker instance directly and not through an embedded iframe can cause unexpected results. In addition to any restrictions from their regular permissions, SSO embed users are restricted by the embedded iframe. However, those restrictions may not be present when someone sudos as an SSO embed user and interacts outside of an iframe.

For database connections that use OAuth, such as Snowflake and Google BigQuery, an admin sudoing as another user will use the sudoed user's OAuth access token when they run queries. For Snowflake connections, if the user's access token is expired, the admin cannot create a new token on behalf of the sudoed user; the user must log in to Snowflake and reauthorize Looker.