viflow and Active Directory (AD)
Applies to: viflow (subscription | 9 | 8) | Article: 3637965 | Updated on 26.02.2026
General information about Active Directory
Active Directory (AD) is a directory service from Microsoft (Windows Server). Such a directory is an assignment list—like a phone book, for example, in which phone numbers are assigned to their respective owners. The function serves to synchronize viflow users with the existing Active Directory, thereby simplifying data maintenance.
Detailed information and technical background can be found at the bottom of this page.
For which functions does viflow require Active Directory?
In viflow and the WebModel, Active Directory is primarily used for user identification and the personalized functions it enables.
Login to viflow
When you start the viflow program and you are connected to your company network's Active Directory (and have logged in), viflow automatically recognizes you and, for example, enters your name as the creator when you model a new process diagram.
In this case, you will find your name with the properties (right-click – Properties ) stored in Active Directory in the Users window (menu View – Users).
DeleteImport and manage users and areas
Users are often confused with areas, and many users are unclear about the difference.
An area typically represents an organizational unit or department and, alongside processes and information, is one of the three main objects in viflow. As the name suggests, users are those who work with viflow – for example, creating process diagrams, entering data, and generating or viewing the WebModel.
The "Import Users" function allows you to import user records from an existing Active Directory, including all stored information (e.g., email addresses, phone numbers, addresses), into viflow.
For further information on importing users and groups, please refer to the viflow help under ››› "Developer" tab – Active Directory.
DeleteRegistration and personalized WebModel
When you open the WebModel, you are automatically recognized through the Active Directory connection and can individually configure the layout and displayed content in the cockpit. Various widgets for functions such as my processes, my actions, or recent changes can be selected and positioned as desired.
Furthermore, the cockpit allows users to write and view comments on processes and to save processes as favorites.
A detailed description of these functions can be found in the article ››› Customizing the WebModel cockpit.
DeleteUsing permissions in viflow and WebModel
Often, it is desirable that not all users have access to all content of the process model or web model. In this case, you can assign separate permissions for viflow and the web model.
You can also specify which user group is granted permission to administer the WebModel.
You can find everything about these topics in the following articles:
››› Administer WebModel – Set up permissions
››› The WebModel Menu Bar – Administrative settings
››› Permissions in viflow
DeleteActive Directory connection in viflow – Technical background
viflow can be connected to your company's Active Directory (AD), both to a local Active Directory and to Azure Active Directory (Entra ID). Both directory services can also be used in combination.
Users and groups
Users and groups in viflow can be linked to their counterparts in Active Directory. When creating a new user, viflow automatically searches AD for a matching entry and establishes the link. Existing AD users and groups can also be imported collectively.
Group memberships are continuously synchronized with AD: If a user is added to or removed from a group in AD, this is automatically reflected in viflow.
Automatic transfer of master data
If a user is linked to the AD, viflow automatically transfers their master data from the directory service. This includes, among other things:
- Name and display name
- Email address
- Department, title, and company
- Phone numbers (office, mobile, fax, IP phone, private, pager)
- Office address (street, city, postal code, country, P.O. box)
- Initials, comment, and profile picture
This data is read directly from the AD and displayed in viflow as read-only. Changes are made centrally in the AD and are automatically transferred the next time the data is accessed. If the AD is temporarily unavailable, viflow falls back on a locally cached copy.
Login and permissions
viflow automatically recognizes the currently logged-in Windows or Azure AD user and assigns them to the corresponding viflow user. No separate login is required. The authorization system in viflow is based on this assignment: Authorizations are assigned per user or group and are inherited along the group hierarchy from the AD. This allows access rights to be controlled centrally via the existing AD group structure.