In any company, a project is worked upon by teams across departments. It becomes imperative for large companies or complex projects that information is shared, made available on a “need to know basis”.
When it comes to project management, it becomes crucial that project leaders invite the right people at the right time.
The most important rule for controlling access to users is to provide the least amount of access privileges required for users to perform their daily tasks. Many tasks do not require administrator privileges.
However, without the User Role Management, the users log on to their Orangescrum Account as an Owner, Admin, User or Client with per-defined access.
Most users do not require such high levels of access in a project. Often users are unaware that they are logged on as an Admin or user, the user can unintentionally or intentionally edit tasks, change due dates or close a task. These changes may affect the project deadlines and project schedules.
With our User Role Management feature, you can define clear roles and responsibilities for the smooth functioning of your teams as well as the projects. This also forms the basis for communication during the project and ensures how everyone can contribute to a project.
How to use User Role Group Management?
Navigate to Left menu panel and click on User Role Group. On the User role page, you can do the following:
- Create roles for users
- Create Role Groups/Departments
- Add users to defined Roles
- Define specific actions each role can perform in the tool
- Assign Specific roles to users for a particular project
- Define user role while inviting new users
Before we move ahead, let’s have a discussion over few terms.
- User: A person in your team.
- Role: Defines which members have certain abilities, such as permission to create projects, and see beyond projects to which they are assigned. E.g. Developer, Manager etc.
- Owner: The person in charge of your organization and/or Orangescrum account.
- Administrators: Similar to an owner, without the authority to close the account or change its name.
- Role Groups/Departments: e.g. Management under which you can have roles like Directors, Managers, Finance Managers, Sales Managers etc.
- Short Name: Defines the short name of your User Role and Department
- Modules: The features/add-ons installed/available on your account
- Actions: A specific action performed for a feature
How to create a User Role Group or Department?
Whether it is a big enterprise or a small medium business house, each one has many departments like Managing Board, Executives, Finance, HR, Team Leads, Support, Marketing etc. working in their company. And moreover, they need special privacy about their tasks, invoices or projects. Orangescrum perfectly understand this, here is how you can create different departments using Orangescrum User Role Management add-on:
- On the User Role page, hover on the orange color “+” button & click on “Create New Department” the option to create a new department/role group.
- On the New Role Group pop-up, you can mention your User Role Group like: CEO, Project Managers, Team Leads, HR, Finance etc. and the short name for the Group. Click on create to define your New User Role Group/Department.
- Once you create your departments you can create User Roles and define the actions each role can perform.
How to create a New User Role?
Under departments, there must have different employees working with their roles as per seniority and experience. He may be a senior, junior, executive officers or may be a trainee as well. You must need to define their roles as per their designation in the company, so that they can clearly understand their responsibility and you can maintain the privacy from top to lower level.
- To create a user role under a department, hover on the + icon on User Role page and click on + Create New Role.
- On the Create New Role Page pop-up, define “User Role” name you want to create like: VP, Director, Developer, Tester, Analysist, Graphic Designer, Project Manager, Trainee etc.
- Short Name: Provide a short name for the User Role
- Department: Assign the Department for this User Role
- Users: Select the user(s) to be added in the new Role under a Department.
- Modules: These are the features available in the Orangescrum. You need to define here which feature (like Tasks, projects, Gantt chart, Time Log, etc..) you want to give access and control to the user.
- Click on “Create” to create the New Role
- You can create as many New Roles you want under one Department
How to define the control or access of a user or user role?
To manage the control of a user role’s accessibility in Orangescrum, you need to define the control in the User Role.
- At first, define which feature or module you need to give the access to a user role while creating the Role.
- Once you created the User Role, click on the Modules (like Tasks, Projects, Gantt Chart etc.)
- Select “Yes” or “No” for a particular action, accordingly the user in the user role will perform the action in Orangescrum.
- Ex: For Task, you will have options Create Task, Edit Task, Reply Task, Delete Task, etc. with Yes & No option. If you select Yes, then the user can edit, reply, delete & create task otherwise s/he won’t able to do these actions.
- After defining the Actions, never forget to click “Save Changes” to complete the accessibility of a user role.
- At any time, you can change the access of actions or modules for a Role.
How to manage User Role Groups and Roles?
At any time, you can edit/remove any action, modules or a user for a user role.
Who can see the User Role Setting and who can define the role?
The owner of the Orangescrum account can only see the User Role Setting. Once the owner defined the role & access, the user can access his/her Orangescrum account to perform the action within Orangescrum accordingly.
How to define different User Role for different projects?
This is an interesting feature of User Role Management add-on. Sometime a user in a project needs to be an admin in his Department but in other projects he just needs the access as a normal user.
- On the Project Page, click on the blue arrow button on the left side of the name of the project.
- Click on the Assign Role from the drop down and assign the required role to the user even though the user is assigned different Role for another project.
- Also, you can define the Actions of that user by clicking on View
- Click on Add to save.
- You can define the User Role while inviting a user.
Benefits of User Role Management
- Define clear responsibilities of the team members
- Role Based Access Control
- Maintains privacy from higher to lower hierarchy
- High flexibility in terms of actions and permissions across projects
- Simplified multi-team management
- Easily share and grant access to a Need to Know Basis
- Hassle free Customer engagement
Over to you
Do let us know what access levels and control you would like to deploy while using Orangescrum in your comments below. We would love to hear from you.