Manage User Permissions

Project Administrators can manage user rights to the project through the Edit Project area. Click the Permissions tab to display this section. Project or System Administrators can grant limited management permissions to a non-administrative user by giving the user the Manage Users permission.

You can grant users access to a project by adding them to project groups, inviting them as individual users, or a combination of the two. Individual folder access and permissions are granted to users and groups by assigning roles or by selecting individual permissions for each group or individual. The permissions or roles are assigned at the time of a user’s invitation.  Email invitations to a project are sent from the system when the following occur:

• A user is added to a project group.

• A user is added individually from the group’s Permissions tab.

• A user is in a project template that is used to create a new project.

The Permissions tab displays the project’s current list of users and groups.

By default, the following permissions are available to users, SAs and PAs:

Manage Group Permissions

Groups are created in the Groups tab and permissions are added to them in the Permissions tab.

To add or edit permissions for the group, click the lock   icon next to the group name. The Manage Permissions screen displays. Here you can assign roles and specific file and folder permissions to the group.

Whenever a group's permissions are updated, the permissions are dynamically updated for every user belonging to that group.

If permissions have been set for the group, a remove permissions   icon displays for each group in the Permissions tab, under the Options column. You can use this icon to remove all permissions assigned to that group.

Manage Individual Permissions

Inviting or Granting Permissions to an Individual User

1. From the Permissions tab, type the new user's first name, last name, email address and site group, or search for an existing user by using the search field. The first three characters will produce results to choose from.

2. Click the Invite button. The Manage Permissions screen displays with the selected user's name in the Users dropdown. Use the Manage Permissions screen to assign role and permissions to that user for each folder within the project (see Managing Permissions below).

Once you have saved a user’s permissions settings in the Manage Permissions screen, the user will appear in the user list section of the Groups tab.

In the user list, click the PA checkbox if you want to grant that user Project Administrator privileges for this project. If the user is already a System Administrator, SA appears with no checkbox option.

You can click the Edit Permissions  icon next to the user's name to view or edit the user's permissions. PA and SA users have no icon, as their project permissions cannot be modified; you can only remove them from the project.

Removing a User from a Project or Group

1. Click the delete icon  next to the user’s name in the list.

2. Click Yes in the confirmation dialog box.

If you are deleting users from the users list in the Permissions tab, a dialog appears asking if you want to remove the individual from all Project Groups.

Select the Remove user from all Project Groups for this project checkbox if you would like to do so and click Remove. If the checkbox is not selected, only the user’s individual permissions in the project will be removed.

Manage Permissions Screen

When you invite a user to a project, the Manage Permissions screen displays. If you have been granted Manage Users permissions, you can assign permissions at or below your own user level (e.g., a Project Administrator cannot grant System Administrator rights).

To grant Project Administration rights, click the Grant PA button at the top of the screen. This enables all permissions for the project, and specific entries in the Manage Permissions screen are ignored. Project Administration rights can only be granted to individual users and not to project groups.

Assigning a Role

Choose a role from the Roles dropdown list. Notice that green checkmarks appear under different permission headings in the gray bar, showing the permissions assigned to that role.

1. • To assign the user that role for every folder, check the Role checkbox above the gray bar containing the Roles dropdown list.

   • To assign that user or group different roles for different folders, select the first role from the dropdown. Click the Role checkbox for each folder where you wish to apply that role. You can then select a different role in the Roles dropdown and check the Roles checkbox for the folders where you want to apply the second role. Repeat the steps for additional roles.

   • You can create a new role in the Edit Project->Roles tab.

Assigning Individual Permissions without Assigning a Role

1. Select NONE in the Roles dropdown list.

2. Select individual permissions by clicking the appropriate checkboxes for each folder

1. • To turn on all permissions for the project, select the Manage Users checkbox above the gray bar.

   • To turn on all permissions for a folder (and its subfolders), select the Manage Users checkbox corresponding to that folder.

    Manage User permission does not include all the permissions held by a Project Administrator.

   • Click the Clear All button to clear all permissions for the project.

    With the Cascade checkbox selected at the top of the Permissions screen, clicking to grant a permission to an individual folder will automatically grant the same permission for its subfolders. Clicking to clear (remove) a permission for a folder, however, will not automatically remove the permission from its subfolders. With the Cascade checkbox cleared, clicking to grant or remove a permission for an individual folder will have no effect on its subfolders.

3. Once you have set a user's permissions, click Save.

1. • The Manage Permissions window closes and the invited user’s name now displays in the user list within the Group tab.

   • If the action creates a new user in the site, an email notification is sent to the user, providing them with a login, temporary password, and a link to the site.

You can return to the Manage Permissions screen to edit the user's permissions at any time by clicking the lock icon  next to the user's name in the list. To close the Manage Permissions screen without saving any changes, click Close Without Saving in the upper right corner of the screen. To revert to the last saved set of permissions and continue working in the screen, click Restore Original Permissions.

1.  In most cases a Role is the basis for permissions followed by the customizations, a combination is the most common application of permissions.