Permissions in the system

FlexiProject offers a robust permission structure that allows for granular control over user access to different modules and project functionalities. This structure ensures that only authorized individuals can perform specific actions, safeguarding project data and maintaining security.

Permission structure

In FlexiProject, the user’s license level determines the access to permissions for different modules and project functionalities.

Global Permissions

You can assign permissions to users in two ways:

1. Individual Permissions: Grant specific rights directly to individual users on the Administration/Users tab.
2. Group Permissions: Assign permissions to groups of users on the Administration/Groups tab.

Global permissions apply to core modules, including:

• Projects
• Portfolios
• Reports
• Work Time
• Resources
• Strategy
• PMO
• Project Cards
• Scoring
• Reviews
• Acceptance Pathways

In addition System Administrators have access to additional administrative functions, including:

• User management
• Group management
• System settings

Project-Specific Permissions

Within each project, you can further customize user permissions on the Settings/Permissions tab. These permissions apply only to the selected project and include access to:

• Schedule
• Budget
• Risks
• Products
• Resources
• Work Time
• Scoring
• Plan
• Reviews
• Project Charter
• Settings

By carefully managing user permissions, you can ensure data security and control access to sensitive information.

Grant permissions to users

1. From the tab menu bar, expand the Administration group, then navigate to the Users tab.
2. Hover your cursor over the line of the user to whom you want to grant individual rights.
   A three-dot symbol will appear at the end of the line.
   
3. Click the three-dot symbol. A menu of available options, including the License and Permissions option, will open.
4. Click License and Permissions.
   The license and permissions window for the selected user will open.
5. In the License section of the user’s license and permissions window, select Full from the list to customize individual permissions.
   The Permissions section will be visible in the user’s license and permissions window.
6. In the Permissions section, click on each field in turn and select a permission level to customize the individual permissions of the selected user.
7. Click the Save button.
   This action will save the individual permissions for the user.
   

Owner rights to project tasks, milestones, risks, and products

When you assign an owner to a task, milestone, risk, or product, they gain an overview of the elements assigned to them. You should grant them individual project rights if they need more access (e.g., to view the entire schedule). The project administrator can define the scope of editing items by their owners. Available options include names, statuses, progress, owners, dates, etc.

Edit Project Permissions

1. Ensure you have Project Administrator permissions.
2. Navigate to the Settings/Permissions tab of the project where you want to edit permissions.
3. A list of project participants will be displayed. The first row of the list contains the Element Owners group.
4. Click the Element Owners row.
   A window will display showing the editable permissions list for the owners of the elements.
5. Confirm the set editing options with the Save button.
   Element owners will then have a limited ability to edit the elements to which they are assigned in this project.

Manage project permissions

Adding Permissions to a New Project Member

1. From the tab menu bar, navigate to the Projects tab and open the project by clicking on its name.
2. Go to the Settings/Permissions tab of the selected project.
3. Click the Add button.
4. The Add Permissions window will open.
5. From the list, select the user you want to add to the project by clicking on the user’s name.
6. Optional: Check the Copy permissions checkbox, and from the second list, select the user whose permissions you want to give to the first user.
7. Click the Save button.
8. The Permissions window will open, with the ability to edit project permissions if the user has a full or standard license.
9. Optional: In the design permissions window of a user with a full or standard license, select the level of functionality permissions in individual rows to customize the design permissions of the selected user.
10. Confirm the entered data by clicking the Save button. You will add the user to the project, and they will appear in the list under Settings/Permissions.

Editing permissions of Project Members

1. From the tab menu bar, navigate to the Projects tab and open the project by clicking on its name.
2. Go to the Settings/Permissions tab of the selected project.
3. From the list of users with permissions to the project, select the user whose permissions you want to edit and click on their username.
4. The Permissions window will open. Note: Only users who have full or standard licenses can access the project
5. In the project permissions window, edit the level of access to each functionality.
6. Click the Save button to confirm the entered data. This action will save the edited user permissions.

Revoke project permitions

1. From the tab menu bar, navigate to the Projects tab and open the selected project by clicking on its name.
2. Navigate to the Settings/Permissions tab of the selected project.
3. Select the user from whom you want to revoke permissions from the list of users who have permissions to the project.
   The Permissions window will open.
4. Click the Delete button.
   A confirmation window will open to confirm the removal of the user’s rights to the project.
5. Click the Remove button.
   You will revoke the permissions, and the user will no longer appear in the list under Settings/Permissions.

Define project roles

1. Expand the Administration group from the tab menu bar, then navigate to the Groups tab.
2. Open an existing group or create a new one by clicking on its name.
   

   Refer to: Create a user group.

3. Once inside the group, go to the Users view.
4. Click the Add button.
   The Add Users window will open.
5. Select the users you want to assign to the group from the list in the Users field.
6. Click the Save button.

Assign project roles

1. Navigate to the Settings/Information tab of the selected project.
2. In the list of project information, under Project Roles, click +. The Projects Roles window will open.
3. In the Role field, select the desired project role.
4. Click the Members field and select from the list the users you want to assign to the project chosen role in the project.
5. Click the Add button.
6. Click the Save button. After these steps, you will have assigned the users to the selected project role in the given project.

Functions in the project

Participating users, depending on their role, may have different project functions. Information about what project functions a user has is available in each project under Settings/Permissions. Possible project functions include, for example, Manager, Evaluator, acceptor, other project roles to which the user has been assigned.

1. From the tab menu bar, navigate to the Projects tab and open the selected project by clicking on its name.
2. Open the Settings/Permissions tab of the selected project. Next to the user’s name, you will see a list of project functions performed by the user.
3. Select the user whose project functions you want to check from the list by clicking on the user’s name. The user’s project functions will also be visible in the Permissions window, which opens when you click on the user’s name.