As project administrator, you will have the capacity to create/delete users and set user rights for individual users. You will only be able to make these changes for projects where you have administrator rights. The illustration below provides an example of the start menu.

Open

Figure: Welcome window for project administration users

Projects

Click on "Projects" from the start menu to open a list of the projects (see figure 2) to which you have access as an administrator. For each project, you can create new users either by clicking on the project name in the list or by utilizing short-cuts on the right of the area field "New user in project". From the project window, you can also change the name of the project and information such as builder, description, gross area, address and owner. You can also choose to deactivate projects.

Open

Figure: List of projects and databases

Users

This option provides you with a list of all users, not just those in your projects. You can perform searches by name, user name and email address. When you click on a user in the list, you will see information such as name, email and the projects to which the user has access. From this window, you can add users for a project to which you have project administrator rights. Choose the project from the drop-down menu and click on the "Add new user" icon. You can also send a reminder in the form of an email, which provides a list of the projects to which the user has access. You can also edit information of a user or delete a user by using the short-cuts on the right-hand side of the user list.

Add new user

There are several ways of opening the "Add new user" window. You can get there from the list of projects, by clicking on the short-cut on the right of the area field (  ), or you can click to open a project and choose "Add new user to project". You can also open the window via the user list by clicking on a user and adding him/her to the project.

You enter user information under User details. First name, last name and email address are obligatory. You will notice that the system automatically searches for users which match the name you have typed in. If the user you want to add already has a log-in for another project, the program will display the user as an alternative under "Existing similar users". The system will also automatically generate a user name based on the information you type in for First name and Last name. This can be adjusted/edited manually if required. If you add a user name which already exists, you will receive an error message and will have to change the user name.

The User rights function allows you to control the individual rights of a user within the different dRofus modules. Hold the mouse cursor over the blue quetion mark to view background text explaining the different rights.

If a database contains several projects, you will have the option to add the user to all the projects. For information on creating a project/database, go to Owner Administrator.

As project administrator, you can set a time-limited user access by using the "User account valid until" option. Please note that this time limitation applies for all projects and databases for the user selected on the server and not just for the project in question.

Finally, you select an email format from the drop-down menu, based on the modules to which the user is to have access. You can also view a preview of an email, by clicking on the email icon.

You now have two final options. You can either choose to add the user and return to the user list in the project, or you can choose to add and save a new user. Once you have made your choice, the system automatically sends an email to the user with log-in details. A copy of the email will be sent to your email address and all database administrators.

Modify Item rights for a user

You define the access rights in the web administration page for each user. Click on the "Responsibility groups" or click "Go to Item rights detail" below the Item rights settings to set specific rights:

If a user is limited to responsibility groups this is also shown on the user:

Examples

If you would like to prevent a user for modifying the item for responsibility group IT, but else have full access you can give the user (default) Item rights = 1 (full), but limit the user to e.g. IT = 2. This means the user have full access to work with rooms (add, remove, assign/remove templates etc.), but are not allowed to modify type values on the item (e.g. specification, price, name etc.).

If you would like to make sure a user is only working with items with responsibility group IT you could give them (default) Item rights = 3, but give full access = 1 for the IT responsibility group. This means the user is only allowed to create, modify and delete items with the IT responsibility group and also only add/remove these too rooms. This also means that the user e.g. cannot do operations on Item lists for rooms if this Item list contains other items than IT Item. E.g. cannot assign or remove a room template if this also contains ARC Item. This "hard" limitation therefore is probably most common to use in combination with separate Item lists that only contain IT Item (see Multiple Item List Types ).

If you would like the user to only see item with responsibility group IT you could set (default) Item rights = 4 (no access), but give 1,2 or 3 to the IT responsibility group (depending if you would like her to work with, place or read only IT Item. This means that the user will not see any of the other items either in the item overview or in the room lists. Including those items without a responsibility group set (default is 4).

If you would like to hide IT Item from a user you have two options – you can either let the user only see a selection of responsibility groups (like example above) or you can set a (default) Item to either 1,2 or 3 and set IT access rights to 4.

Potential user rights issues

In some of the examples above you can not only limit the write access to some items, but also hide them from the user. This can lead to states that are confusing for the user. For example if a user has access to all items but cannot see IT Item she is not allowed to e.g. delete an Item list for a room, even though it seems like she can edit all the Item in the room. So if you limit some Item from some users it is recommended to put this in different Item lists.

If a user has read only access to some item, but write to others it can also be confusing if someone adds a sub-item with different responsibility groups. If e.g. you do not have access to IT Item, but full access to ARC, and the item you are about to add/remove from a room has IT Item as subs you are not allowed to remove it. Even though you have write access to the "parent" item, because this will also modify the count of an item you do not have write access to in the room.

In previous versions of dRofus you basically only had one way of setting item user rights in dRofus. In addition to this you could also limit the user to one or more item responsibility groups.

If you limit a user to a responsibility group, this only meant that they were not allowed to add any item with another responsibility group to an Item list in dRofus. But this was not a "strict" permission. So if you had full Item rights (=1) you could just modify the item to have the responsibility group you had access to and then add it to the room. Also there were no limitation to other operations on the Item list itself so you could e.g. assign a room to a template or delete an Item list from a room, even though this list or template had items not in your responsibility group.

Limit user access to a tab in the item specification

You can limit a user's write access to one or several tabs in the item specification. From the user access menu click "Item specification" and select which tabs the user should be able to edit. Note that if the user have 1=Full on Item, and you limit the user to one tab in specification, the user will no longer be able to change core data of the item (Names, ID's, Prices etc.). 

Limit user access to a tab in the Room Data Sheet (RDS)

You can limit a user's access to one or several tabs in the RDS. First you need to give the user 1=Full or 2=Limited access to rooms. Then from the user access menu click "RDS" and select which tabs the user should be able to edit. The user will have read access to non-selected tabs.

Limit user access on Tender groups

You can limit a user's access to one or several tender groups in the procurement module. Firs you need to give the user 1=Full access to the procurement module. Then from the "Tender groups" tab, click on the tender groups you the user should be able to edit.