Managing Users Access to Projects
PRINTIn order for an Organizer’s Toolbox user to be able to see specific projects and data, the database administrator must give them access to the necessary project(s). This document will show you the steps needed to enable specific users to access projects. When you first open the Toolbox, you will see a list of the projects as shown in step 1. Otherwise, if you are already in the project, you can access the window from the “Project” menu and select “Edit Project” which will take you step 2.
Step 1: Select the project that you need to give the user access to and select the Edit button.
Step 2: Once in the Project Editing section, you’ll be looking for the Project Users section, found on the bottom right of the screen
If you need to give a user access to a project for the firs time, you’ll want to choose the Add button. To change an existing user’s project role, you’ll select the user and click the Edit button. To delete a user from a project, select the user and click the Remove button.
Step 3: Adding a new user to project
After you’ve selected the Add button, he following window will open:
You’ll first need to decide what role this user needs to have. Project roles are different from user rights in that they are specific to each project (a user may have different roles from project to project, but their user rights always remain the same).
- Project Administrator: A user who has Project Administrator rights has the ability to edit how the project is defined (project people and project organzations for example) and also has the ability to add/remove/edit other users’ access to the project.
- Project Editor: A user who has Project Editor rights has the ability to edit the project’s people and organizations. They can NOT add/remove/edit other project users.
- Project User: A user who has Project User rights has the ability only to see the project definition, but can not change anything about the project itself.
After you have decided which role to give the new user (in this example, Project User), select the “Select Project User” button and the following screen will come up.
Put a check next to the box of the username that you’d like to add to project and select the OK button.
You’ll be brought back to the Add Project Users screen for final approval, select OK and the user will be added to the project with the rights you just assigned them.
Step 4: Editing an existing project user’s rights
If you need to change the rights that an existing project user has for a project, you’ll want to select that person’s name and click the Edit button. An Edit Project User’s screen will open. Next, select the new level of access that you want to give to the user. Choose their new rights and select the OK button. You’ll notice that in the Project Users section that the new level of user rights will be displayed. Note: This is a change in Organizer’s Toolbox Version 7. In previous versions, every level of a user’s rights are displayed. In OT7, only the highest level of rights is displayed
Step 5: Removing a user from a project
If a user currently has project access and need to be removed from the project altogether, select their name from the Project Users section and click the Remove button. Their name will be removed from the project users listing, and their access to the project will no longer exist.