Define Project Access

Explanation

In order to give persons other than the project manager and sub project managers access to a project, you need to connect teams to the sub projects. You can specify % in the Sub Project ID field if you would like the team to have access to the entire project. You can also specify the level of access given to the teams for sub projects by including/excluding teams.

Project managers and sub project managers will always have access to their own (sub) projects and all sub projects beneath in the structure.

Prerequisites

• The Project Access On check box should be selected on the Project Navigator/Project/Details tab (or Project/General tab) which will enable access for the project.
• The project team should be defined (see Define Project Team for more information).

System Effects

• When including a team, the team members will have access to the specified sub projects.
• When excluding a team, the team members will not have access to the specified sub projects.
• The result of the access definitions can be viewed in Project Navigator/Project Access/Team Access. This window will contain one record for each team that has access to the sub project. In Project Navigator/Project Access/Team Members you can see the team members that have access to the selected sub project. 
• In the Project Access Results window you can see the access definitions for all projects and all employees. You should be careful to make a full populate, as this may take a very long time. Instead you should make a query to reduce the amount of data. For example, to see all employees with access to one project, or to see which projects/sub projects one specific employee has access to. 

Window

Project Navigator/Project Access/Access Definition
Project/Project Access/Access Definition
Project Team/Access Definition

Related Window Descriptions

Project Navigator/Project Access/Access Definition
Project/Project Access/Access Definition
Project Team/Access Definition
Define Project Access (Step 4 in the Create New Project Assistant)

Procedure

In Project Navigator/Project Access/Access Definition or Project/Project Access/Access Definition follow these steps: 

1. Select the Project Access/Access Definition tab, and create a new record.
2. Enter a team ID or use the List of Values. 
3. Enter the sub project ID. By entering the wildcard symbol %, the team will get access to all sub projects. Note that if you are in Project Navigator, and a sub project is currently selected the team will get access to the selected sub project, and you are not able to use the wildcard. If you want to use the wildcard when in Project Navigator, you have to select the project node in the graphical navigator.
4. The value in the Access field is by default set to Included, which will give access to the selected sub project, and all levels below. Selecting Excluded in this field will revoke access to this sub project and its structure below from the team.
5. Save the record.

In Project Team/Access Definition follow these steps: 

1. Select the desired team in Project Team.
2. Create a new record in the Access Definition tab.
3. Enter the project ID.
4. If you want the team to have access to all sub projects in the project, enter the wildcard symbol % in the Sub Project ID field. Otherwise enter the sub project ID, or use the List of Values to select one.
5. The value in the Access field is by default set to Included, which will give access to the selected sub project. Selecting Excluded in this field will revoke access to this sub project from the team.
6. Save the record.

From the Create New Project Assistant:

1. Open Project Navigator, Projects or Project.
2. Click the right mouse button menu option Create New Project, and fill in the required information. In the fourth step of the assistant you will be able to define the access required for the new project.
3. Click Finish once you have filled in all the required the information.