Forums & Knowledgebase/Manymoon KnowledgeBase/Using Projects, Tasks and Milestones
Understanding Simple and Granular Project Member Control (Privacy Settings)
Amit K.
posted this on April 25, 2011 15:15
Managing Project Membership
If you are a project creator or a project administrator, you can manage project team members. First, select the project and then choose the "Members" tab.
To add a member to the project, click "Invite to Project" and enter their email.
To change a member's status, select the list view. You can change the member's permissions, or remove them from the project entirely.
The choices you get for permission settings in the list view depend on whether you have designated the project to have "Full Access" or "Restricted Access" status.
Full Access vs. Restricted Access Project Setting
When a project is created, by default it has simple project member permission settings enabled ("Full Access"). If you want more granular control ("Restricted Access"), you can change this setting. Let's look at both scenarios.
Full Access Member Control
When a project is first set up, by default it has Full Access member control activated. A project member can only be one of two settings: A project member or a project administrator.
• Member - A project member has full visibility of all information shared with or added to the project.
• Administrator - The administrator has all member rights plus certain admin functionality, like creating milestones, and managing project membership. The project creator is always the first administrator.
If you are the project creator or a project administrator, you can manage member settings by going to the project, clicking the Members tab, and selecting the list view.
Restricted Access Member Control (Granular Control On--Privacy Settings Activated)
If you are a project administrator, you can increase the level of control you have over project members. Just follow the simple instructions below:
1.First select the project. You now have to modify the project to allow granular permission settings:
2.Click on '[Edit]' in the upper-right-hand corner.
3. Change the "Privacy" drop-down to "Restricted Access" and click "Save".
4.Go to the project, click the Members tab, and select the list view.
5.You will now see additional privacy settings that you can set.
The following privacy settings can be used:
•View Limited Data - the project member can only view information specifically shared with them. For example, they will only be able to see a task assigned to them or a document shared specifically with them. These project members cannot view any other project information. So if you add a document to a project, these 'limited data' members will not be able to view or access that document. Also, these 'limited data' members cannot see who else is in the project and cannot invite anyone else to this project.
•View All Data - the project member can view all information in project.
•Invite People - the project member can invite people to this project. This is only available to project members who have the 'view all data' permission.
•Administrator - can view and modify all information in the project. For example, they can complete tasks that are not even assigned to them. Project administrators can also setup milestones, change project member permissions and remove people from a project. The project creator is automatically the first project administrator.
•Remove - this removes this person from the project. They will no longer be able to view or access project information (e.g., documents, tasks, links). All of their information will be transfered to the project admin.
Comments
You should add the words "Project Administrator" above or below the "Manage Data and People". It helps to distinguish it from the rest and better connects it to your tutorials like this page where the phrase "Manage Data and People" is never used. Rather it's just referred to as "Administrator"
Wouldn't it be easier to just be able to assign task members to each task just as assigning project members to projects? I think this approach would be much less complicated.
Thanks
Spyros--I'm not sure I completely understand your suggestion. If you create a task within a project, then all project members can see the task, as projects are meant to be social. However, if you assign a task from the home screen, then only the task assignees can see it. For more information, please see:
http://support.manymoon.com/entries/457188-controlling-who-tasks-ge...
Hi and thanks for the quick reply. What I mean is why not handpick any additional people I would like to add just to a specific task of a project, or vise versa, meaning to remove users from tasks. What if you kept the hierarchical concept of Project members being automatically on in each project but you could also add or remove them from individual tasks.Is this more understandable?
Yes, but it creates additional complexity. If you can assign project tasks to users who are not members of the project, it becomes difficult to keep track of who's in the project and who's not but still has project data assigned to them. We judged the additional complexity and possible confusion or security issues to not be worth the convenience of the functionality. Making a project member limited rights essentially accomplishes the same thing.
Simple user management is best. Administrating users is not something you want to mess up and the more complex something is the more likely something is going to go wrong.
I am a project admin and I am trying to follow the instructions below.
At what I think is the "project home page" ( I see tabs for Activity, Tasks, Milestones, Documents, Members, More). I arrived at this page by clicking the Name of the Project from my list of Projects on the Left Side of page under the word "Projects."
There is no "Edit" anywhere on this page. Am I on the "project home page" or somewhere else?
Thanks.
ofb
If you are a project administrator, you can increase the level of control you have over project members. Just follow the simple instructions below:
1.First select the project. You now have to modify the project to allow granular permission settings:
2.Click on '[Edit]' in the upper-right-hand corner.
3. Change the "Privacy" drop-down to "Restricted Access" and click "Save".
4.Go to the project, click the Members tab, and select the list view.
5.You will now see additional privacy settings that you can set.
Oliver--it sounds like you are on the project home page. If you do not see the Edit link, it means that either a) you are not an admin of this particular project or b) you are missing it because it is orange and hard to see. Try again and look in the upper right corner of the screen, to the right of the project name. You should see:
Privacy:Restricted Access ArchiveEditNew TemplateAdd MemberDelete
what kind of memership do you need to have to manage members restrictions? I can only see either "Manage Data and People" and "Remove"
Marco--The above article explains how to set a project to Restricted access. As a free Manymoon user, you can only do this to one project. As a paid Manymoon user, you can do it to unlimited projects.
Is the "View Limited Data" privacy setting available in both the Silver and Gold plans?
What kind of privacy permissions are added in the Gold plan, compared to the Silver plan?
Thanks,
TNeuman
Also, is the "View Limited Data" privacy setting available in at least one project from the Free plan (that you mentioned in the previous response), so we can at least try it out?
1) Is the "View Limited Data" privacy setting available in both the Silver and Gold plans?
Yes. This is a project privacy setting and is available in both
2) What kind of privacy permissions are added in the Gold plan, compared to the Silver plan?
Nothing new on the project level, but you do get a team, which allows you to control some privacy settings on a user (rather than a project) level. Please see
http://manymoon.zendesk.com/entries/374963-understanding-manymoon-t...
http://support.manymoon.com/entries/20061591-about-manymoon-silver-...
3) Also, is the "View Limited Data" privacy setting available in at least one project from the Free plan (that you mentioned in the previous response), so we can at least try it out?
Yes, for only one project.
Thank you.
What if I want these "guest members" to see only their project?
Any Manymoon user only sees the projects he/she is a member of. The only exception to this is the team administrator of a paid Manymoon team.
How can change the Project Creator of my project? or remove the project creator? i´m the admin.
Thanks