Grant access to project Sharepoint site before assignments are mad

W

Walter

We are using Project Server 2003.

Is there a way to insure that everyone added to a project team get access to
the project's Sharepoint Site automatically before they are assigned to any
tasks?

It is very common for us to setup a project and want team members to be able
to get to the document library, issues, risks, before we have them assigned
to specific tasks. The only ways I know to get them access are

1. to add them all to a dummy task and publish it (wthout sending an e-mail
to them, by choice) and then removing them from the task (which sends them a
notice by default and without any option not to - YUCK!)

or

2. Add them to Sharepoint manually at the site settings page.

Any other ideas would be appreciated!

Thanks!
 
K

Kathleen

Walter - I am not certain what you want the team members to see in the WSS.

For our executives - some wanted to see all doc/risks/issues and others
wanted to only see dashboards. If your team members do not change for your
projects you could set up a new template/new category and group that allows
the specific team access to view documents, etc. You could also limit this
to specific projects when you create the category. We have our PM's set up
in their own categories/groups and manually add the projects to their
category when new projects are created.
Hope this helps
Kathleen
 
D

Dale Howard [MVP]

Walter --

I understand your concerns, however, the only ways to grant team members
access to a WSS site are the two options you mention. Sorry.
 
W

Walter

Thanks for your replies.

We'll just have to get used to the process required.

The team members change from project to project.

Walter
 
K

Kathleen

HI Walter - if it helps you at all our PM's do exactly what you are saying
insert a dummy taks and add the team members there - generally the task name
is "accees to documents" The other way to do this is grant everyone in your
business access and then you would not have to worry about it. Anyone that
doesn't need access won't have to worry about it and I find are generally too
busy to snoop around anyway. It has been my experience that you want to
limit the # of resources you assign to these dummy tasks to 10 or 15 because
there is a limit on the character type in the resource field and it can
create "issues" down the road.
Best to you
K
 
G

Gary L. Chefetz [MVP]

Kathleen:

The resource field display in the Gantt Chart view is limited to 255
characters, however you are mistaken in believing that this limit causes
problems with the number of resources you assign, unless you're trying to
use this field to make your resource assignments. If this is the case,
you're doing things the hard way, and you're limiting your ability to
control assignment parameters. Better ways to assign resources include the
use the Resource Assignment dialog and the split screen view reached from
Window > Split.

--


Gary L. Chefetz, MVP
For Project Server Consulting: http://www.msprojectexperts.com
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For Project Server Books: http://www.projectserverbooks.com
For Project Server Training: http://www.projectservertraining.com
For Project FAQS: http://www.mvps.org/project
 
K

Kathleen

Hi Gary
I have experienced issues with some customization that we have due to the
character limit. There were some instances where our macros would not run
correctly because of this. It appears I should have been more specific about
the cause of the issue.

You are correct that adding resources as you suggested does preclude the
problems I had in that regard.
Thanks for setting it straight.
K
 
G

Gary L. Chefetz [MVP]

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