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Making Team Members Able to View ALL Projects on Project Online OR NOT

Home Forums Discussion Making Team Members Able to View ALL Projects on Project Online OR NOT

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  • #409653 Reply

    A team wants to add 45 additional people with the following Project Online access:

    1- View only access – we want them to see the project plans, but not have ability to edit them

    2- To see ALL open project plans whether they are actually working on the project or not

    Requirement #1 says to me that the new users should be TEAM MEMBERS. However based on my understanding, a Team Member can only see in the Project Online Project Center the projects, Project Detail, and Project Schedule for the projects that he/she is assigned to. As a result with the default Project Online categories and TM group permissions, the team member could not see ALL projects across the organization as they want in requirement #2. The only way to let that happen seems to be to give TEAM MEMBERS not only the MY TASKS category but also the MY ORGANIZATION category.

    One issue I see with though is that the Team Member would be able to add a task or assignment for themselves on any project not just the projects that they work on. To stop this I would have to deactivate the Create New Task or Assignment permission for Team Members.

    The more I think about this, I think TEAM MEMBERs should remain as is and any person needing the ability to see all projects gets the Project Online Professional license.

    Comments? Btw, we are using Project Server Security mode.

    Thanks,

    John

    #409655 Reply
    Sai PrasadSai Prasad
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    • Community Leader
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    John – All new users are added to the Team Members group automatically and they will be associated with the My Tasks security group (https://technet.microsoft.com/en-us/library/cc197551.aspx). As per the default category permission of My Tasks, all team members will be do the following on the projects they are part of:
    1. Create Deliverable and Legacy Item Links
    2. Create New Task or Assignment
    3. View Project Schedule in Project Web App
    4. View Project Site
    5. View Project Summary in Project Center
    6. View Resource Assignments in Assignment Views

    Your requirement is besides the above access, they should be able to “see” projects across the organization. The solution is to use RBS. RBS allows you define the reporting relationship and dynamically determine which projects and resources logged in user will have access to. The following steps will guide you to configure RBS and associate it with Categories
    1. Verify if RBS lookup table is set. Click PWA settings. Under Enterprise Data section, click “Enterprise Custom Fields and Lookup Tables”. In the landing page, click RBS lookup table (under Lookup Tables for Custom Fields). Screen for your reference – https://db.tt/gqbum0L6t5
    2. Associate all the team members with the same Manager.Team RBS code. Click Resources link on the left side panel. Select all the team memebers and click Bulk Edit. Associate Manager.Team as the RBS code to them. Screen for your reference: https://db.tt/qsdLootd1P
    3. Dynamically include projects based on the RBS code. Click PWA settings. Under Security section, click Manage Categories. Edit “My Tasks” Category. In this page, check “The Project Owner or a Status Manager on assignments within that Project has the same RBS value as the User” in Project field. Screen for your reference: https://db.tt/sNjzUy2L7I

    Once the above steps are complete, all team members will be able to “see” all projects and “edit” only the projects are part of.

    Let us know if this approach helps

    #409656 Reply
    Sai PrasadSai Prasad
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    • Community Leader
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    My previous reply is when the logged-in user is the project owner. Since, you are looking for team member role, follow the below approach.

    Remove My Tasks category from the Team member group and add My Organization category to the Team member group. Then, set the following Permissions for My organization category to
    1. Create Deliverable and Legacy Item Links
    2. Create New Task or Assignment
    3. View Project Schedule in Project Web App
    4. View Project Site
    5. View Project Summary in Project Center
    6. View Resource Assignments in Assignment Views.

    With the above change, the team member will be able to create deliverable and tasks updates on projects they are part of (Build team) but will be able to view all details of all projects.

    #409657 Reply

    Sai,

    Thanks for the replies.

    I found that adding My Organization category to Team Member and checking off the following does what I want … TMs see ALL but can only add tasks or reassign tasks on projects where they are on the Project Team …

    View Project Schedule in Project Web App
    View Project Site
    View Project Summary in Project Center

    Thanks,
    John

    #409665 Reply
    Sai PrasadSai Prasad
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    • Community Leader
    • Forum Pro

    Wonderful John. I am curious to know why you did not check View Resource Assignments in Assignment Views category permission

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