Tip: This topic discusses adding users manually into Projectal.  As an alternative, if your company has LDAP / AD services for maintaining your company's user accounts for your IT services, then you can connect your company's LDAP / AD services to Projectal to add users automatically for single sign on (SSO) within your company.  See our Single Sign On (SSO) - LDAP / AD Setup Guide for more details.

To add a user into Projectal, follow these steps:

1. Go to the Management screen by clicking Management on the left sidebar.
2. Click the Users button to display the Users screen.
3. Click the Add button on the Users screen toolbar.
4. This will display the New User screen.

User Avatar

Click the Pencil icon to add or change the user's avatar.  This will display the Files screen and allow you to select a file that you have uploaded into Projectal.

Click the Delete icon to remove the user's avatar.

User Banner

Click the Pencil icon to add or change the user's banner.  This will display the Files screen and allow you to select a file that you have uploaded into Projectal.

Click the Delete icon to remove the User's banner.

Email Address

Enter the email address of the user.  It must be a valid email address since the user will receive an activation email after the new user account is created.  The email address must not have been already used for another user account in Projectal. 

ID

Enter an optional identifier of the user.  It could be the short code for the user account.

First Name

Enter the first name of the user.

Color

Click the color swatch to set or clear the color for the user.  The color can used in other screens to highlight items by company.

Last Name

Enter the last name of the user.

Nickname

Enter the nickname of the user (optional).  A nickname is a commonly used descriptive name for the user. 

Mobile Number

Enter the mobile phone number of the user.

Access Policy

Click the Select button to select an access policy for the user.  The access policy defines the permissions of what the user can see and do in Projectal.

Click the Customize button to change specific permissions just for this user account.  This displays the Edit Permissions screen (see below for a description of this screen).

Tip: By clicking the Customize button, you can override the permissions contained in the selected access policy and make individual permission changes specifically for this user account.

Activating Users

After you create a new user account, Projectal immediately sends an email to the user account's email address with activation information.  The user will need to open this email and click on the activation link contained in the email to activate their Projectal user account.  Once activated, then their user account is enabled and they can log into Projectal.

A new user account is not enabled and cannot be used until it has been activated.

Important: If the user fails to activate their user account in time, then the activation link in the email may expire and no longer work.  In this case, you will need to send the user a new activation email.  Click the Send Activation Email button on the Edit User screen to re-send the activation email to the user.

Tip: Users can make their own changes to their user account after they log into Projectal by accessing the Edit Profile screen. On the Edit Profile screen, users can change their avatar, banner, first name, last name, nickname and mobile number.

Edit Permissions

The Edit Permissions screen is displayed when you click the Customize button on the New User screen.  It lets you set the individual permissions for the user.

Select All

Click Select All to select all the permissions in the list.  Selecting all permissions will provide full access to all features and data in Projectal.

Select None

Click Select None to deselect all the permissions in the list.  Selecting no permissions will provide no access to any feature or data in Projectal.

Search

Enter text to quickly find permissions that you wish to configure.

Example: Enter "book" and only Booking will be displayed in the permissions list.

Permissions

Select the permissions that you wish to define for the user.

There are three type of permissions:

• Action Permissions
• Field Permissions
• Data Permissions

Action Permissions

Action permissions let you control what a user can do in Projectal.  They are defined for each entity by the following actions:

• Add: When checked, you can add new entities.
• Edit: When checked, you can edit existing entities.
• Remove: When checked, you can delete existing entities.
• View: When checked, you can view existing entities.

When the Add permission is checked, then it also requires the Edit permission to be checked.

When the Edit permission is checked, then it also requires the View permission to be checked.

Example: Sally is not permitted to add projects, so the Add checkbox is unchecked for the Project entity. 

Example: Mary is not permitted to edit or delete tasks, so the Edit checkbox is unchecked and the Remove checkbox is unchecked for the Task entity.

Example: John is not permitted to view rebates, so the View checkbox is unchecked for the Rebate entity.  This also unchecks the Add and Edit checkboxes for the Rebate entity.

Field Permissions

Field permissions let you control what data fields from each entity that a user can add, edit or view whilst using Projectal.

Example: Artists at a creative studio are not permitted to view salary information of staff or financial information about projects.

Click the Field Permissions button next to Add to control what data fields a user can add in Projectal.  This lets you set any of the data fields to be editable or read-only in Projectal.

Click the Field Permissions button next to Edit to control what data fields a user can edit in Projectal.  This lets you set any of the data fields to be editable or read-only in Projectal.

Click the Field Permissions button next to View to control what data fields a user can see in Projectal.  This lets you hide or show any of the data fields that you see in Projectal. 

Note: Turning on/off field permissions for View will hide/show these data fields on all Projectal screens. 

Note: Turning on/off field permissions for Add will make these data fields either editable or read-only on all Projectal screens when adding a new entity. 

Note: Turning on/off field permissions for Edit will make these data fields either editable or read-only on all Projectal screens when editing an existing entity. 

Tip: When the Field Permissions button has a red dot next to it, this indicates that there are field permissions for this entity that have been turned off.  This indicator is a quick way to see where certain field permissions have been turned off in the list of permissions. 

Edit Field Permissions

The Edit Field Permissions screen lists all the data fields for the selected entity.  You can select which data fields you wish to permit for adding, editing and viewing - depending if you clicked the Field Permissions button next to Add, Edit or View.

Select All

Click Select All to select all the data field permissions in the list.  Selecting all data field permissions will provide full access to all data fields for that entity.

Select None

Click Select None to deselect all the data field permissions in the list.  Selecting no permissions will provide no access to any data field for that entity.

Search

Enter text to quickly find data field permissions that you wish to configure.

Example: To find all the financial related fields, enter "cost" or "pay" and it will list the data fields relating to costs and pay amounts (salaries) in the data field permissions list.  When changing the View field permissions, uncheck these fields to hide the financial fields.  When changing the Add or Edit field permissions, uncheck these fields to make the financial fields read-only.

Data Permissions

Data permissions let you control what actual data that a user can view or not view whilst using Projectal.

Example: Artists are only allowed to see the projects, bookings and tasks that they are assigned to.  All other projects, bookings and tasks are to be hidden.

Example: Your client has requested a read-only login guest account into your Projectal so they can monitor progress on their project.  You only want them to see projects related to them and not other projects.

Example: The administration team (CEO, CFO, HR, finance, etc.) are not assigned to project work, so they are to be excluded from the list of staff in the Staff Planner.

Click the Data Permissions button next to View to control what actual data a user can see in Projectal.  This lets you hide or show any of the actual data contained in your Projectal. 

Note: The Data Permissions button is not available when editing your own user account. To make changes to data permissions for your user account, you must log into Projectal using another user account.

Note: Turning on/off data permissions will hide/show the actual data on all Projectal screens. 

Tip: When the Data Permissions button has a red dot next to it, this indicates that there are data permissions for this entity.  This indicator is a quick way to see where certain data permissions have been set in the list of permissions. 

Edit Data Permissions

The Edit Data Permissions screen lets you control which data for the selected entity is permitted to be seen or hidden by users.

Include All

Click the All radio button to permit all the data to be seen - except for the data selected in the Except list.

Example: You want users to be able to see all staff except the CEO, COO and CFO.  In this case, you click the Data Permissions button for the Staff entity.  On the Edit Data Permissions screen, you would click the All radio button to view all staff and then select the CEO, COO and CEO from the Except staff list to have them excluded (or hidden).

Include None

Click the None radio button to deny any data to be seen - except for the data selected in the Except list.

Example: You want your client to only see the project that you are working on for them.  In this case, you click the Data Permissions button for the Project entity.  On the Edit Data Permissions screen, you click the None radio button to view no projects and then select the client's project from the Except project list to have it included (or visible).

Except

Select data from the list to have it added to the Except list.  

Click the Clear All button to clear all selections from the Except list.

Tip: When the All radio button is selected, data that is selected in the Except list is hidden from users.

Tip: When the None radio button is selected, data that is selected in the Except list is visible to users.

Tip: A maximum of 200 items of data can be selected in the Except list.  If you wish to select more, consider flipping the All or None radio buttons.