Users management of a project
- Fernanda Walker
Within each project there is a module called "Users", from which the roles of the users and groups that have been invited to the project are managed.
To access it, select the "Users" option in the left lateral menu:
These are the functionalities available within this module:
Invite users
If you have the required permissions, you can invite a new user to join a project from the "+ Add user" button in the user panel.
A window will open where you can add the email address of one or more users you want to invite:
The users invited will appear in "Pending" status until they accept the invitation through the link they will receive in their email when the invitation is sent. Even if the users are in “Pending” status, you can assign them the roles you want and as soon as they accept the invitation they will access with the corresponding role.
If you want to cancel an invitation, you can do so from the 3-dot icon by selecting the "Cancel invitation" option.
Once the user has accepted the invitation, the "Pending" status will be cleared.
User registration
When inviting a user, she/he will receive an email with a link to accept the invitation.
If the user is not yet registered on the platform, the link will take her/him to the registration form.
Once the invited user has completed the form, she/he will be able to access the organization.
View user information
To access a user's information, click on the 3-dot icon and select the "View information" option:
This will open a window with the name, e-mail and groups the user belongs to (groups created from the organization will be displayed with a darker background and with the label "ORGANIZATION"). If the user has not been added to any group, this last field will be empty.
Creating groups
You can group users to make it easier to manage the people in each role, because when you add a group to a role, you will be adding all the users that are part of it in one step.
To create a group, the first thing you will need to do is switch from the users panel to the groups panel by clicking on the "Groups" tab.
Once the "Groups" panel is displayed click on the "New group" button.
This will open a window in which you can name the group, as well as search for and add the users you want to be part of it:
To create the group you have to add at least one user, but later on you will be able to edit the group, either to delete or add new users. Once you are done, click on "Create group":
The new group will be added to the list of groups in the "Groups" panel. The number next to the 3-dot button in each group corresponds to the number of users in each group.
Edit/view group information
In the list of groups you can see both the groups that have been created within the project and those that have been created in the organization and added to the project from the users management section of that organization. These groups created in the organization are shown in a darker color and with the label "Organization group" over the group name.
You can edit the name and users of the groups created in the project. To do this click on the 3-dot icon and select the "Edit group" option:
This will open a window where you can change the name of the group, delete or search for and add new users. Once you are done, click the "Save" button.
Groups that have been created from the organization cannot be modified from the project. But you can view their information by clicking on the "View information" option in the menu that opens when you click on the 3 dots icon.
This will open a window where you can to see the name of the group, as well as the users that are part of it. The modifications of a group’s information of this type has to be done from the users management of the organization and to access it and make changes you must have the required permissions.
Assign users and/or groups to a role
You can assign a user or a group of users to a role, that is, give them the permissions that you need them to have to access the content of the project.
If you want to add a user, in the "Users" panel, locate the user and place the mouse over the 3-dashed icon on the left side to drag it; drop it over the role you want to assign it to.
Once added, you will see the user's name within the role. The number next to the role name corresponds to the number of users assigned to it.
In addition to adding individual users, you can also select and add several users at once by clicking on the check box next to each user's name. Once you have selected all the users you wish to add simultaneously, place the mouse over the 3-dashed icon on the left side of any of the users, then drag and drop them all at once into the desired role.
The arrow to the right of each role name allows you to open and collapse it. When it’s open, you can see the list of users and groups that have been added to the role.
If you want to assign a role to a group, first click on the "Groups" tab in the side panel, as shown in the image:
You can add one or several groups at a time, either by dragging one or selecting several and dropping them on the role you want to assign to them.
When you drop them, you will see the group(s) you have added in the role list:
The arrow to the right of each group name allows you to open and collapse the group. If you have it open, you will be able to see the list of users that are part of the group. If you need to edit the users within the group, you can do it from the "Groups" panel.
Remove users and/or groups from a role
Removing a user or group from a role means removing the permissions granted with that role, but the user or group still exists in the project and can be found and added back to that or another role at any time from the user panel.
To remove a user or group from a role, just click on the "X" icon at the right side of each user and group:
Remove a user from the project
When a user is removed from a project, she/he loses permission to access the project. But the user still exists within the organization and can be added back to the project, unless the user is deactivated from the organization's user management.
To remove a user look for it in the side panel under the "Users" tab list, click on the 3 dots icon and select the "Remove from project" option:
A window will open for you to confirm that you want to remove that user:
Delete a group from the project
When deleting a group from a project, the users that belong to that group will continue to exist, but if they had been included in one or more roles through the group, they will lose access.
To delete a group from a project, find it in the side panel under the "Groups" tab list, click on the 3-dot menu and select the "Delete group" option:
A window will open for you to confirm that you want to delete the group:
Groups that have been created and added from the organization cannot be deleted from the project, the only thing that can be done with them is view their information. If you want to delete one of these groups, it is necessary to do it from the user management of the organization.