Users (Room)

Contents

• Introduction to Users
• Introduction to access control
• Introduction to roles
• Users - creating, editing and deleting
• Groups - creating, editing and deleting
• Assigning roles

Introduction to Users

Users is the name of the function that handles Users, Groups and Roles in the room. In other words it's with this function the team is put together, users are divided into groups and the assignment of roles is done. You can read more about respective part by clicking on one of the headlines below.

• Users

  The user who creates the room, the room owner, automatically becomes Administrator. The Administrator can invite new users to participate in the room.

• Groups

  The purpose of having groups is to be able to control the rights in Documents and Images. A group can for instance have the right to only read documents in one document folder, but be able to read, create and delete documents in another one. NOTE: The groups that you create are specific for every room. You have to create your own groups in every room. The predefined groups Internal users and External users are static though.

• Roles

  Roles are used to control who can/may do what in the room. A role is a connection on individual level (user level) to what the user has the right to do and has no connection to which group/groups the user belong to.

  If you want to know more about these roles you can read them here: Introduction to roles.

• Authentication method

  Authentication method (Auth.) is something that the system administrator sets up. Regular users, room administrators or portal administrators can not change the settings for this. However, all of these can see how different users authenticate themselves. Typical authentication methods are LDAP or Active Directory.

If you want to know more about user handling you can read more about this here: Users - creating, editing and deleting. If you want to know more about group handling you can read more about this here: Groups- creating, editing and deleting. In the section Assigning roles you can read more about how users are assigned different roles.

Introduction to access control

Access control for the room is handled partly by assigning different Roles to Users and partly by creating Groups containing one or more Users. All access control is gathered under the function Users under Coordination & Collaboration . Do you want to read more about:

• Users, click here.
• Roles, click here.
• Groups, click here.
• Users, click here.

The table below shows a summary of what rights different roles have.

Introduction to roles

Roles can be used to reflect different functions that normally exists in a team. The roles are predefined in the system and can thus not be changed, removed or created by any user. The roles that are defined in the system are (click on the role to read more about it):

• Administrator

  The users that has the role administrator has all the rights in a room or the portal. The administrator can:

  • - create rooms.
  • - create and delete users.
  • - create, edit and delete groups.
  • - assign roles.

   

  NOTE: If you are administrator for the portal you cannot access the rooms from the start by clicking on the tab Select Workplace, this tab will always be empty for those who has the role Administrator in the Lobby, until this user/s have been added as a member of one or several room/s.

  If you want to know more about user handling you can read more about this here: Users - creating, editing and deleting. If you want to know more about group handling you can read more about this here: Groups- creating, editing and deleting. In the section Assigning roles you can read more about how users are assigned different roles.

• Web master*

  This role is used to tell which users should have the right to work with the functions under Content Management* (*removed from version 2.1.0).

  If you want to know more about how users can assign different roles, you can read the section Assigning roles.

• Planner (Room)

  The user that has the role planner has the right to create, edit and delete different objects in the Activity planner, for instance milestones and activities.

  A user without the role of a planner is only allowed to see the result of actions taken by those user that already has the role of planner.

  If you want to know more about how users can assign different roles, you can read the section Assigning roles.

• Coordinator (Lobby)

  A user with the role of coordinator is given the possibility to overview the actual status regarding cost and time for all rooms within the portal. The data that is extracted in order to display the coordinator view is extracted from the project planning function within each room.

  If you want to know more about how users can assign different roles, you can read the section Assigning roles.

• Publication manager*

  This role is used to tell which users should have the right to work with the function Library (*removed from version 2.1.0) under Document Management.

  If you want to know more about how users can assign different roles, you can read the section Assigning roles.

   

Users - creating, editing and deleting

It's only users who has the role Administrator that has the possibility to create new users and remove existing users. Editing of user information can only be done by the user. However, every user can view each others user information.

The principle of adding new users is that as soon as the new user has been created, he/she will receive a email with an invitation to join the room. The user can then start working there directly. Below you can read about how users are created, edited and deleted.

• Create new users

  1. Choose Users under Coordination & Collaboration .
  2. Click on the tab Users.
  3. Click on the button New user.
  4. Fill in the information First name, Surname and email for the new user.
  5. If you want to, the invitation language can be changed in the field Invitation language.
  6. If you want to see how the email(s) sent to the user will look, you can click the button Preview. To switch between the mails, simply click on the arrows below the messages. When you're finished, just click the button Edit.
  7. The user information, including a system generated password, will be sent to the new user when you click the button Save. This password can be changed by the user later. Read more about this in My settings. If you don't want the user to receive a mail with a system generated password, you can choose to enter a password for the new user yourself. This is done by removing the marking in the box Notify user via email. You then get a field where you can enter the desired password. The new password will however not affect users that are already registered users of the portal. If you only have chosen new users that already are registered users of the portal, you will not get the field Password when you remove the marking in the box Notify user via email.
  8. Click on Save when the user information is as desired.

   

• Edit/show existing user information

  1. Choose Users under Coordination & Collaboration .
  2. Click on the tab Users.
  3. Mark the name of the user you want to show/edit in the left list. NOTE: It's only the users themselves who can edit the information. Others can only read it.
  4. Click on the button View/Edit user .
  5. You can now read information about other users or edit your own information according to the instructions in My settings.
  6. Save the information by clicking in the button Save.

  ​

• Delete existing users

  1. Choose Users under Coordination & Collaboration .
  2. Click on the tab Users.
  3. Mark the name of the user you want to remove in the left list. NOTE: It's only the users who have the role Administrator that can remove users. The users who have the role Administrator can only be removed if you first take away their administrator privileges. Read more about how you do this in Assigning roles.
  4. Click on the button Delete user .
  5. Confirm the deletion by clicking OK.
  6. The deleted user will be notified about this by email.

If you want to know more about what the different roles mean, you can read the section Introduction to roles. If you want to know more about group handling you can read more about this here: Groups- creating, editing and deleting.

Groups- creating, editing and deleting

It's only users who has the role Administrator that has the possibility to create, edit remove groups. Below you can read about how groups are created, edited and deleted.

• Create new groups

  1. Choose Users under Coordination & Collaboration .
  2. Click on the tab Groups.
  3. Click on the button New group .
  4. Fill in the information Name and Description for the new group.
  5. If it is known which users the new group should have, you can add these now by clicking on the name of the desired user/group in the list Available users. The users/groups that are going to be in the group can now be found in the list Members. If you create a new group consisting of only users, the group will become a Static group. If the new group consists of other groups, the new group will be a Dynamic group. NOTE: A Dynamic group can only consist of users and Static groups, NOT of other Dynamic groups.
  6. Click on Save when the group information is as desired.

   

• Edit groups

  1. Choose Users under Coordination & Collaboration .
  2. Click on the tab Groups.
  3. Mark the name of the group you want to edit in the left list. NOTE: It's only the users with the role Administrator who can edit the information. Others can only read it.
  4. Click on the button Edit group.
  5. Change the desired information.
  6. Save the information by clicking in the button Save.

   

• Delete existing groups

  1. Choose Users under Coordination & Collaboration .
  2. Click on the tab Groups.
  3. Mark the name of the group you want to remove in the left list. NOTE: It's only the users who have the role Administrator that can remove groups. Read more about the role Administrator in Assigning roles.
  4. Click on the button Delete group .
  5. Confirm the deletion by clicking Yes.

If you want to know more about what the different roles mean, you can read the section Introduction to roles. If you want to know more about user handling you can read more about this here: Users - creating, editing and deleting.

Assigning roles

It's only users who has the role Administrator that can assign roles. While creating the room the user has to select an Administrator for that room, and this user can then decide if some other user also should be assigned the role in that room (also the Portal administrator can do this in the Lobby). All roles are assigned in the same way regardless of the roles name.

1. Choose Users under Coordination & Collaboration .
2. Click on the tab Roles.
3. Mark the role you want to change. The users who already has the marked role are shown to the right.
4. Click on the button Edit role .
5. A new window, Edit role, is opened containing the roles name and description, and a list with the users who already are assigned the role, Members, and a list over other users, Available users. Users are assigned or removed of a specific role by marking the users name and then click on one of the arrows between the two lists.
6. Click on Save when the assignment is finished.

If you want to know more about what the different roles mean, you can read the section Introduction to roles.