User role management and access control measures prevent unauthorized access to confidential project information. Project information may consist of critical business or client strategy, new product or service launch, financial information, customer information etc.
All such information must always be accessed by authorized personnel only in a “must know” and “need to know” basis.
Furthermore, too much information can also lead to confusion and distraction among the project teams.
Hence, granting access to the right people with the relevant privileges is crucial to project execution and success.
Project teams have a lot of activities and tasks to take care of. And having the right information at the right time is vital. At the same time if you allow everyone to access all the information there is then the team will:
· lose focus
· get confused as to why they are seeing this information
· waste time in getting to the required information
Similarly, project teams have specific actions that they will perform in a project management tool. Hence, granting them access to all the features of the tool isn’t advisable.
They may wander away into playing, exploring features that they are not going to use. As a result waste time or end up with errors.
It is advisable that the features & actions within the task management tool are configured keeping the requirements of each time for focused execution.
With years of experience in customer success management, we came across many customers who want to give specific permissions to their team members to access project information.
Some Project Managers wanted to give access to team members to view Gantt chart of the project & some don’t. Some want team members to only see their own tasks, while other PMs want team members to view all the tasks in order to maintain transparency.
So requirements always varied with each client, the team setup & the way they handled their projects.
Our customer success team had a tough time to address each requirement as it was difficult to fulfill the requirements with just 4 default roles- Owner, Admin, User & Client.
Again, in large organizations, there would be multiple teams to manage various aspects of a project. So how would PMs manage the project information and control access on ‘need to know’ basis?
This is why User role management is an integral part of our project management software.
Advantages of User role management-
· Define custom Role Groups (read — teams or departments) and Roles like development manager, resource manager or senior developer or the stakeholders of your projects.
· Define custom access privileges for the roles
· Add Project specific role i.e. you can assign individual role for each project and define the access permission for the roles.
· Create and assign private tasks to your team
Pro Tip: Role Groups are high level hierarchy of specific teams or departments within your company. E.g. Development, QA, Marketing, PMO, IT, Infra, Client etc.
Pro Tip: Roles are w.r.t the team members working on the project. E.g. project manager, consultant, architect, DBA, tester,
How to use User Role Management?
In order to achieve the above benefits, you need to first create Role groups and Roles under these role groups. Here is how you can do so-
· Create Role Group
· Navigate to Profile icon>Company Settings>User Role Management
· On the User Role Setting page, hover on the “+” button & Click on the option to “Create New Role Group”.