How to invite users to PPM Express
This article describes how to invite users to PPM Express tenant.
📢 PPM Express tenant will be registered once the first user from Office 365 tenant/GSuite signs up. Such user is granted with Administrative permissions by default, and receives access to all components and features provided in PPM Express.
There are two ways to register new users in PPM Express:
- Users from the same Office 365 or GSuite tenant who sign up to PPM Express;
- Users invited to PPM Express tenant by PPM Express Administrator or other PPM Express users.
Users from the same Office 365 or GSuite tenant who sign up to PPM Express
To allow users from the same Office 365 or GSuite tenant to sign up to PPM Express tenant, it is required to obtain a license for a required number of user seats via the Billing Settings page.
Users that are added to PPM Express may have two types of license (user seats):
- Regular type - users with a Regular license type may have a full set of PPM Express permissions. By default users with Regular license type have manage resources permissions and permissions to view all projects and portfolios and edit projects and portfolios they own. PPM Express administrator defines permission level for each user with a Regular license type on the People Management page.
- Team Member type - users with Team Member license type have read permissions and view all PPM Express Portfolios and Projects by default. Using 'Collaborate on' permission PPM Express administrator can grant Team Members permission for editing PPM Express tasks. On the People Management page, PPM Express administrator may define what Portfolios and/or Projects exactly these users have permissions to review and/or edit tasks for.
As the license is purchased, the PPM Express Administrator should open the Settings => People Management page and set the 'Allow Auto Registration' setting to 'ON' (it is set to 'ON' by default).
For more details please refer to How to register a new user in PPM Express tenant article.
Users invited to PPM Express tenant
To invite users who have Office 365, GSuite or personal Google account to PPM Express tenant, it is required to obtain a license for a required number of users. As the license is purchased, the PPM Express Administrator should open the Settings => People Management page and set the 'Allow Auto Registration' setting to 'OFF' (it is set to 'ON' by default).
It can be set to 'ON' as well, but in this case users from the same Office 365 or GSuite tenant will be also able to sign up to PPM Express tenant. If your organization would like to add users to PPM Express tenant by invitations only, then the 'Allow Auto Registration' setting should be set to 'OFF'.
All PPM Express users can invite other people using the 'Invite People' button if the 'Allow everyone to invite users' option is enabled by PPM Express Administrator on the People Management page. If this option is off, then only PPM Express Administrators can invite other users.
To invite users, PPM Express administrator can select Invite People option on the People Management page or the 'Invite People' button at the top of any page.
In the Invite People screen, provide the email address of users you would like to invite to PPM Express tenant, assign the required license type to the users, and define their permission level.
It is possible to invite one or multiple users at once. Please note, if you invite multiple users at once, the selected permissions will be granted to all users invited. If you need to define the different permission levels for the users, the invitations should be sent separately.
To find detailed information about permissions and license types in PPM Express, please refer to this article.
Please note: Only PPM Express administrators can select the license types and grant permissions to users when inviting them. If a user with the Regular or Team member license type invites other people, the Team Member license type for the invited users will be applied automatically. PPM Express administrator may then change the license type and set the permissions on the People Management page as required.
The invitation can be sent to any email without any limitations, however, to be able to sign up to PPM Express tenant by the invitation received, the user should have and use Office 365, GSuite, or a personal Google account and the license should be assigned to this user in PPM Express.
As the invitations are sent, the PPM Express Administrator will see the 'Pending invite' status for these users on the People management page.
When the users receive invitations and sign up to PPM Express tenant, PPM Express Administrator will see what account was used by each user to sign up, Office 365, GSuite or personal Google account.
If the user did not receive an email or did not join at once, it is possible to resend the invitation by opening the user management menu and selecting the 'Resend invitation' option.
Users will receive the following invitations:
To sign up to PPM Express tenant, the user will need to click the 'Join' button and use Office 365, GSuite, or personal Google account to sign up.
To check the PPM Express tenant to which the user was invited, users can open 'My Account' settings.
If the user was invited to several PPM Express tenants and signed up to these tenants using one Office 365, GSuite or personal Google account, the user will be able to switch between PPM Express tenants in 'My Account' settings.
Please note: Users who were invited to PPM Express are also added to the Resources page after they join the application.
When the users are registered within your PPM Express tenant, please refer to the How to assign licenses to the users article to assign the required license to each user.