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How to manage Users in Projects and Teams

Administrators and power users in Targetprocess can manage membership and permissions of other users in Projects and Teams, including:

This article describes how to perform these actions effectively and what permissions are required.

Manage users in Projects

It is required to create User profiles and Projects as containers for all further work in advance.

Assign action can be performed by an Administrator or any person who has Edit Project permissions.

You can add Project members on the People tab in Project details view:
Open Project details pop-up view. Navigate to the People tab. Expand Assign people section. Select users to assign and click Assign Users button. You can also search for a user by First name, Last name or Role.
people2

Or you can use + Invite people link. Just start typing user names to assign existing users or use complete e-mail addresses to add new users to the Targetprocess system and the Project.

invite

Manage People membership in Projects with views

It is possible to create a view showing Users as cards distributed by Projects as lanes.

Select User as a card and Project as lane entity in view setup for this purpose.

user-project-board

Alternative method to build such view is to create it from Template named People by Project.

template-people-by-project

 

In People by Project views it is possible to re-arrange users with drag-n-drop action. By default existing assignments are not preserved.

It is possible to make new assignments preserving existing ones. Do the following:

  1. Select cards of users to be assigned
  2. Expand Selected Cards area in the bottom of the Board view
  3. Drag and drop images of cards from this area instead of originally selected cards.

Default Role of a user is applied to new assignments.

 

Manage Users in Teams

Assign / Add People to cross-project Teams

This can be done in several ways.

People tab in Team details view

Open a detailed Team view by clicking a window icon next to the Team name in context selector.

Now select users to assign and click the appropriate button in Assign people section. Or in Invite people section just start typing user names to assign existing users or use complete e-mail addresses to add new users to the Targetprocess system and the Team.

people3

People by Team Board view

You can assign people to multi-project Teams using People by Team board view. Just create a new View from 'People by Teams' template. Use drag-and-drop method for distributing cards representing team members.

Manage People membership in in Teams with views

It is possible to create a view showing Users as cards distributed by Teams as lanes.

Select User as a card and Team as lane entity in view setup for this purpose.

user-team-board

Alternative method to build such view is to create it from Template named People by Team.

template-people-by-team

In People by Team views it is possible to re-arrange users with drag-n-drop action. By default existing assignments are not preserved.

It is possible to make new assignments preserving existing ones. Do the following:

  1. Select cards of users to be assigned
  2. Expand Selected Cards area in the bottom of the Board view
  3. Drag and drop images of cards from this area instead of originally selected cards.

Default Role of a user is applied to new assignments.

Assign cross-project Team users to Projects

When you have multi-project Teams or when split Teams are working on independent areas inside of the common Project, you may need to distribute People by Teams and then assign people to your Projects via these Teams.

More info on what are Teams and how to use them.

The main advantage is that once a Team is assigned to a Project, all Team members can access team-related work items in a Project without being assigned to the Project explicitly. Here is how to assign a whole Team to a Project:

Team detailed view

people5

Project by Teams board view

On a board that you can create using 'Project by Teams' template — just drag-n-drop Project cards to your Teams.

How to select a Role for a user in a Project or Team

A person can have different Role and permissions in different Projects and Teams. If you need to check or edit selected role, you should edit the card representing that person.

Please, find the card on one of the following predefined views: People, People by Project, People by Team. If you don't have such views, create a People by Project board view showing you People as Cards and Projects as Lanes. You can use the corresponding Template for that.

Double-click the card with user details and open Teams & Projects tab. Select required Role for each Project and Team from dropdowns. people6

It is also possible to edit Role for a user in People tab of detailed view of the Project or Team.

Role in Project vs Role in Assignments

When you include a user to a project members list you can specify one Role for this user. This Role controls what permissions does the user have in this project. It is not possible to add a user to a Project with multiple Roles at the same time. However when you assign users to entities (work items such as user stories, bugs, tasks etc.) it is possible to make an assignment under any available role. You can assign a user who is "Developer" in your project as "Reviewer" for a selected user story.

If Assignments area in your entities lacks a role you need, please learn How to add Role to Assignments area.

How to remove User from Project or Team

If you need to remove an individual Person from Project or Team, you should edit the card representing that Person.

Please, find the card on one of the following predefined views: People, People by Project, People by Team. If you don't have such views, create a People by Project board view showing you People as Cards and Projects as Lanes. You can use the corresponding Template for that.

Double-click the card with user details and open Teams & Projects tab. Remove person from Project or Team by clicking a button.

people6

Despite the person won’t be a member of this Project or Team since that, all existing personal assignments will be still preserved.

Remove cross-project Team users from Projects

When you have multi-project Teams or when split Teams are working on independent areas inside of the common Project, you may need to distribute People by Teams and then assign people to your Projects via these Teams.

More info on what are Teams and how to use them.

The main advantage is that once a Team is assigned to a Project, all Team members can access team-related work items in a Project without being assigned to the Project explicitly. Here is how to remove a whole Team from a Project:

Please find the card representing the Project on Projects by Team view. Double-click on the card and open Teams tab. Unassign the Team by clicking on the button.

people8

Required permissions

Projects they are members ofProjects they are not members of
AdministratorsYes, always
ContributorsYes, if their project role has "Add/Edit Project" permissions enabledYes, if their Default role has "Add/Edit Project" permissions enabled. Can assign themselves as well in such case.
Users and ObserversYes, if their project role has "Add/Edit Project" permissions enabledNo

In a like manner, "Add/Edit Team" permission in Role settings is required to manage membership of Teams.

User permissions required to Assign/Unassign Users to/from Projects and Teams

Role =>Default RoleProject RoleTeam Role
Permissions =>UserProjectTeam
Assign existing User to ProjectAdd/Edit
Assign existing User to TeamAdd/Edit
Add new User to ProjectAdd/EditAdd/Edit
Add new User to TeamAdd/EditAdd/Edit
Unassign User from ProjectDeleteAdd/Edit
Unassign User from TeamAdd/Edit

In case there is a checkbox ticked to "Auto-assign new people" to the project, user who adds/assigns people to the team should have permissions to add users to corresponding projects as well.

Useful Filters

The following Filters for views help to manage Users in Projects:

EntityFilter Meaning 
Project?ProjectMembers.Where(User.LastName is 'Gray')Shows only Projects with the person having last name 'Gray' in People list.
Project?not ProjectMembers.Where(User.LastName is 'Gray')Shows only Projects that don't list people with the last name 'Gray' in the People tab.

See also

  • brookwarner

    Does an observer or contributor role consume a license?

  • http://targetprocess.com Bogdan Skaskiv

    Hello Brook,
    Observer or Contributor roles are just user types and as all the others (except Requesters) it requires a license.
    Regards,
    Bogdan

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