Adding Users

J

John

Hi

When i add users to Build team they dont become the team members for that
project, is there any way to get around this. I want to give them access to
documents and risks and issues when users are added to Build team.

John
 
D

Dale Howard [MVP]

John --

When you select users in the Build Team from Enterprise tool and add them to
the project team, at that moment they become team members. They are not
granted access to Risks, Issues, and Documents until you assign them to at
least one task in the project and then publish the project. Hope this
helps.
 
J

John

Thanks Dale for the Confirmation

But is there a way around to get this done, Sharepoint Site Group for Team
Members
describes it as "Users who have assignments in this project in Microsoft
Office Project Server"
so I think there is no way we can change this behavior for Sharepoint to
think that the
team members are members from Build Team and not from Assignments.

I tried creating a new category and giving it View Document rights and
choosing the option
"Allow users in this category to view all projects in which they are a team
member." and assigning
this Category team Members Group but this did not work.

so is the definition of team member in the Category page Build Team or
Assigning a Task??

The other modification I did was to use "All current and future projects in
Project Server database"
in the above category but this gives them read access to all documents for
all projects, which I don't
want but will have to go with the option if I don't get any other
workaround.

Is there any other way I can customize to make this work?? give me anything,
right now can't think
of any other way

Also I noticed that once I assign a resource to a task and publish and come
back and delete the task,
Sharepoint does not remove the User from the team site. Even the user is not
removed from the team site
if I take the user out of build team. Is this intended functionality or I am
doing something wrong here.

If the above is intended then is it possible to create a hidden task and
assign all the resources from Build Team to that task,
publish the plan and then delete the task, so we can then get the resources
from build team into the team site??

Cheers
Amit.
 
D

Dale Howard [MVP]

John --

I'm curious how someone can be a project team member and not have tasks
assigned to him/her. Have you considered assigning these people to
milestone tasks as a workaround?
 
J

John

Dale,

Well there are certain people the project managers need to share the plan
with but may/may not be related to the project, and to create a category for
each project to gives access to certain individuals will be lot of
administrative overhead in maintenance. We are not using RBS as that Model
does not fit. This users are not necessarily team members, they can be other
project managers or support staff etc.

I can assign people to milestones but that indicates some kind of tasks
assigned (even if duration is 0) to those individuals which can cause lot of
trouble as people don't like anything assigned if not related to the tasks,
but it is a workable workaround than giving access to documents in all
projects.
Thanks for that

John.
 
D

Dale Howard [MVP]

John --

Now that I understand your situation, I think you have a couple of options:

1. Assign these project managers to a milestone task that contains a
minimum amount of work. To do this, select any milestone in the project and
set its Duration at 1 hour. Then double-click the name of the milestone
task, select the Advanced tab, select the "Mark task as milestone" option,
and then click OK. Assign each of these project managers at 100% Units to
the task and publish the project.

2. Manually add each of these managers to the list of users for the
individual project's SharePoint subweb. To do this, log into PWA with
administrator permissions. Click Admin - Manage Windows SharePoint
Services - Manage SharePoint Sites. Select the site for the project in
question and then click the Go to Site Administration button. Click the
Manage Users link in the Administration section. Click the Add Users button
and manually add these project managers to the list of users for the site.
Be forewarned that if you ever synchronize the users for this site, you will
lose any users you added manually.

3. Change the permissions in the Project Managers group in PWA to give your
project managers Read-Only access to one another's projects. Log into PWA
with administrator permissions then click Admin - Manage users and groups.
Click the Group link in the sidepane, select the Project Managers group, and
then click the Modify Group button. In the Categories section, select the
My Organization category, and then set the Open Project permission to Allow
in the Permissions grid. Click the Save Changes button.

Just a couple of thoughts. Perhaps the others will have some ideas for you,
too.
 
J

John

Thanks a lot Dale, will test over the weekend

I wont go down Option 2 as it will result in lot of maintainence, option 3
seems the most promising, will test and let you know..

John
 
D

Dale Howard [MVP]

John --

Overnight I realized that gave you the wrong directions in performing option
#3. Here are the steps I believe you will need to perform:

1. Log into PWA with administrator permissions
2. Click Admin - Manage users and groups
3. Click the Group link in the sidepane
4. Select the Project Managers group and then click the Modify Group button
5. In the Categories section, select the My Organization category
6. Set the "View Risks, Issues, and Documents" permission to Allow in the
Permissions grid
7. Click the Save Changes button

Since the My Organization category gives access to all projects, the above
steps should give each PM access to Risks, Issues, and Documents for all
projects without giving permission to actually open or save any of these
projects. Each PM will still be able to open his/her own projects, however.
Let me know if this helps.
 
J

John

Thanks Dale,

I did implement this by creating a new category as i mentioned before but
thanks for the shortcut approach..should have thought of it. :(

John
 
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