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Users (Lobby)

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Contents

 

 

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:

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

Task Administrator Web-master Planner All users
Create Users Yes No No No
Delete Users Yes No No No
Create, edit and delete Groups Yes No No No
Editing Roles Yes No No No
Change Room Settings Yes No No No
Book Meeting in the room Yes Yes Yes Yes
Create, delete and edit Activities, Sub-Activities and Milestones Yes No Yes No
Create Reports Yes Yes Yes Yes
Upload documents to the Document Archive Yes Yes Yes Yes
Upload images to the Image Archive Yes Yes Yes Yes
Add Currencies, set Rates, create Accounts and choose Financial Reporters Yes No No No
Administrate Roles management, Skill management and Resource list Yes No No No
Administrate Contact groups and Contact custom fields Yes No No No
Create, edit and delete Contacts Yes Yes* (your own contacts) Yes* (your own contacts) Yes* (your own contacts)
Administrate Time types and Submitted time reports Yes No No No
Create, edit and delete Tasks Yes Yes Yes Yes
Manage Resources Yes No Yes No
Create, edit and delete Expenses and Incomes Yes No No No

 

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

 

Users is the name of the function that handles Users, Groups and Roles in the Lobby. You can only add, edit and delete Users, Groups and Roles if you are Administrator in the Lobby. If you're not, you can only edit your own user information. You do this by choosing Users under Coordination & Collaboration . Click on the tab Users, mark your own name in the list Username and then click on the button View/Edit user . Now you can edit your user information in the same way as in My settings.

If you are Administrator in the Lobby, you can read more about what you can do by clicking on one of the headlines below:

  • Users

    The principle of adding a new user is that when the user is added, an invitation will be sent to the user by email. Below you can read about how users are created, edited and deleted.

    • Create a new user

      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 Language.
      6. The user information, including a system generated password, will be sent to the new user when you click on 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.
      7. Click on Save when the user information is as desired.

       

    • Create new users from file

      You can also choose to create a number of new users at the same time from a text file. The file must be of the forma unformatted text (i.e. not Word etc). In the file you enter the information for all the user in the following format and order:

      email <TAB> Username <TAB> First name <TAB> Surname <TAB> Language (en, se or ns ) <TAB> Internal/Exteral (Int or Ext) <Enter>.

      After the last user in the file you must press <Enter>. To create the user in the file you then do like this:

      1. Choose Users under Coordination & Collaboration .
      2. Click on the tab Users.
      3. Click on the button Create users from file .
      4. Enter the path to the file or click Browse... and find the file.
      5. Click on the button Send to open the file.
      6. You can now edit the information in the list if something is wrong.
      7. The user information, including a system generated password, will be sent to the new users when you click on the button Save. This password can be changed by the users later. Read more about this in My settings. If you don't want the users to receive a mail with a system generated password, you can choose to enter a password for the new users 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. Note that all the users in the list will get the same password.
      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 Yes.
      6. The deleted user will be notified about this by email.

       

  • Groups

    In the Lobby there are three groups predefined, Internal users,External users and Readers of internal Lobby pages. These three groups can not be deleted. Internal users contains all the users who are registered users in the Lobby. That means they for instance have access to the document- and image-archive of the Lobby, can use the Discussion board etc. External users contains all the users that are registered user of a room in the portal, but not a registered user in the Lobby. They can not access the document- and image-archive of the Lobby, Discussion board etc. Readers of internal Lobby pages is a group of users which contains all the users that are registered to only be able to read the internal Lobby pages. They can not access anything else in the tool.

    The license is divided into two different types, one for Internal users and External users, and one for Readers of internal Lobby pages. All users must be a member of one of these groups. If you remove a user from the group Internal users, this user will automatically become a member of the group External users instead, and vice versa.

    You can also create your own groups in the Lobby in the same way as for a room. However, this doesn't mean that a user only can be a member of a new group, the user must also be a member of either Internal users or External users as well.

    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 is used to control who can/may do what in the portal. 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 this user belongs to.

    You can read more about what the different roles mean in Introduction to roles.

    It's only the person who has the role Administrator that has the possibility to assign roles. All the 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 that already has the role are listed 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 as desired.

     

  • 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.