GEN User Management

Users in ]project-open[ represent physical persons who interact in some way with the system.

Topics ­

• List of ]po[ users
• ­User Permissions and Access Rights­
• User Self Service
• Creating A New User
• Adding a Member to a Project
• Adding a Member to a Customer
• Adding a Member to an Office or Department
• Filestorage Permission Management
• Creating a new User
• Delete a User
• Re-activate a User
• Changing a Users Password
• Set Users default locale
  
• ­Searching for Users
• Troubleshooting a User
• Managing a Users Payroll Information
• Navigation through large lists of objects
• Time sheet Management

­

­

List of all ]po[ users

­­­
 

­

User Permissions and Access Rights

The management of permissions and access rights is the most complicated element of ]project-open[ because it really is a management of trust relationships. There is a dilemma between:

• Access: Users should have access to all information and documents necessary to do their job.
• Restriction: Users should not have access to more information then necessary to do their job.

To solve this dilemma ]project-open[ introduces three types of access permissions:

• "User Profiles" which correspond to department membership in a company
• "Project Roles" which correspond to the function of the user in a specific project and
• "User Hierarchy" which corresponds to the hierarchy in the company.

Each of these concepts are explained below.

User Profiles

User profiles correspond to department membership in the company or business partners respectively.

• Senior Management: The management of the company with access to all corporate information
• Project Managers: Employees with special skills to manage projects
• Employees: Employees from several departments such as sales, operations, ...
• Finance: Employees with access to invoices and other financial information
  
• Freelancers: External users who can take part in specific projects. Freelancers have basicly no access rights outside the specific projects they take part of.
• Clients: External users with permissions similar to Freelancers.

Please note that the groups Employees, Freelancers and Clients are mutally exclusive.

Project Roles

Project roles define access permissions to project on a case-by-case base. Project roles are particularly useful for "Freelancers" and "Clients" with normally very restricted access to the system.

Project Roles can be extended and customized for a specific company. However, a number of predefined project roles exist:

• Administrator:
  The administrator of a project can assign new users to the project and change its main characteristics. Also, the enjoys full read and write access to all associated components such as discussion forums and filestorage.
• Member:
  A member has access to all information of a business object but is not allowed to administer the object.

]project-translation[ for example adds several translation specific roles such as:

• Translator
• Editor
• Proof Reader

User Hierarchy­

The user hierarchy determines which user has the right to "administer" (change the password and email, ...) other users. The hierarchy consists of:

• System Administrator
• Senior Management
• Employees
• Freelancers and Customers

Being able to administer a user is particularly useful in cases where the user has forgotten his password or has otherwise problems to work with the system.

User Se­lf Service

• The management of users contact information and email
• Prices and rates of freelancers
• The management of users skills. However, a confirmation from a supervisor is necessary to validate users skills.

Related Topics:

• Editing Basic User Information
• Editing User Contact Information

Create A New User 

2. Click on the "" symbol in the projects submenu. Hold the mouse over the symbol (don't click!), and a comment will appear ("Add a new user").

...

Org Chart

4. Choose the User Profile of the new user. The membership of these groups determine which business object the user can see, modify or administer.

Please note that the groups Employees, Freelancers and Clients are mutally exclusive (it doesn't make sense have an employee who acts as a client for example).

Effects of Creating a New User

Step 4 initiates several actions:

• It creates a new user that appears in

  Users

• It creates a new folder for the users files
• It send an email notification to the new user.

Contact Information

Contact information allow to specify a large number of address related information about a user. Special fields include:

• ICQ Number:
  The AOL ICQ messenger number
• MSN Email ("MSN"):
  The users Microsoft MSN Messenger Email - this email allows ]project-open[ to display the online status of the user.

User Portraits

Users portrait are used typically in the intranets of distributed organizations to present employees to the staff of other offices. Knowing about employees of other offices allows for easier communication and improves the coherence in a distributed organization.

User Filestorage

This field shows the content of a filestorage space associated with each user. The space is meant to store CVs, contracts and other user specific information. The filestorage contents is visible only for:

• Administrators
• Senior Management
• Human Resources Staff (future)

Related Links:

• Project Filestorage
• Customer Filestorage

Freelance Information

This box only appears for freelancers and contains freelance specific information:

1. Trans Rate
2. Editing Rate
3. Hourly Rate
4. Bank Account
5. Bank ID
6. Payment Method
7. Note
8. Private Note

Freelance Skills

Freelance skills are list of "Skill Type" - "Qualification" pairs that describe the skills of a freelancer.

Skills
Source Language	Target Language	Sworn Language	TM Tools	LOC Tools	Operating System	Subjects
Skill Claim en High ca_ES fr	Skill Claim es_ES High	Skill Claim fr	Skill Claim Trados 3.x Medium	Skill Claim	Skill Claim	Skill Claim Eco High

Set User's default locale

The user's default locale is defined in a users account (http://[YOUR_SERVER]//intranet/users/view?user_id=[USER_ID])  ­

Delete a user

Users can be de-activated by changing their status in the Administration portlet of their user account (http://[YOUR_SERVER]/intranet/users/view?user_id=[USER_ID]): 

  ­­

Re-activate a deleted user

Use ]po[ Full-Text search and find user based on name or email address. Please note that you would need to check "Include deleted".
Open user account and change status in ADMIN portlet (see above).