User role management and access control measures prevent unauthorized access to confidential project information. Project information may consist of critical business or client strategy, new product or service launch, financial information, customer information etc.
All such information must always be accessed by authorized personnel only in a “must know” and “need to know” basis.
Furthermore, too much information can also lead to confusion and distraction among the project teams.
Hence, granting access to the right people with the relevant privileges is crucial to project execution and success.
Project teams have a lot of activities and tasks to take care of. And having the right information at the right time is vital. At the same time if you allow everyone to access all the information there is then the team will:
Similarly, project teams have specific actions that they will perform in a project management tool. Hence, granting them access to all the features of the tool isn’t advisable.
They may wander away into playing, exploring features that they are not going to use. As a result waste time or end up with errors.
It is advisable that the features & actions within the task management tool are configured keeping the requirements of each time for focused execution.
With years of experience in customer success management, we came across many customers who want to give specific permissions to their team members to access project information.
Some Project Managers wanted to give access to team members to view Gantt chart of the project & some don’t. Some want team members to only see their own tasks, while other PMs want team members to view all the tasks in order to maintain transparency.
So requirements always varied with each client, the team setup & the way they handled their projects.
Our customer success team had a tough time to address each requirement as it was difficult to fulfill the requirements with just 4 default roles- Owner, Admin, User & Client.
Again, in large organizations, there would be multiple teams to manage various aspects of a project. So how would PMs manage the project information and control access on ‘need to know’ basis?
This is why User role management is an integral part of our project management software.
Pro Tip: Role Groups are high level hierarchy of specific teams or departments within your company. E.g. Development, QA, Marketing, PMO, IT, Infra, Client etc.
Pro Tip: Roles are w.r.t the team members working on the project. E.g. project manager, consultant, architect, DBA, tester,
In order to achieve the above benefits, you need to first create Role groups and Roles under these role groups. Here is how you can do so-
Once you have created custom role group, you can add custom roles under it and assign role privileges.
With a custom role, you can define or control what a user can do within your project or in Orangescrum. The custom user access role is associated to a role group. Every user role has View, Manage & Delete permission for different features/modules such as Task, Project, Time log, Gantt chart etc.
To create a custom user role, you can follow below steps
Note: If you add a user to any custom role, then the user will be removed from the previous role. The new role will be assigned to the user.
Now the role created here is applicable for all projects. And this is the default role assigned to the user when you are creating any project and add him as user.
Now once you have created the roles, you need to define the permissions for the actions the users can perform. In order to do so, you can follow the below steps:
You can assign a specific role for each project even if the user is assigned to one role in user role setting. This means for company level, you may assign a user to a Project Manager role, but for a particular project you can also assign another role to the same user.
Pro Tip: User role works in 2 ways within Orangescrum.
Similarly, if you do not want users to change the task assignment, delete task or edit the due date of the task you can configure those also by deselecting those options as seen in the above image.
In-depth user role management makes for robust project management and collaboration.
Overall, the project managers have control over the project and the right platform to steer the team in the right direction.
Orangescrum not only offers, robust roles based access control but also task, time, resource and agile project management along with Gantt chart, board and calendar views.
Thus allowing project teams to work from their preferred views and stay focused.
How have you been managing user controls across your organization?
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