In this article, we will review how users are added and how the permissions are granted and managed in PPM Express.
To add users to PPM Express, it is required to obtain a license for a number of users you would like to add to PPM Express first.
As the PPM Express tenant is registered a trial Monthly Professional license will be applied automatically. It is valid for 30 days and includes 2 users with Regular license type and 10 users with Team Member license type.
To obtain a paid license for more users, open the settings from the gear button, and select the Billing Settings option. As the license is purchased and issued, users can be added to PPM Express.
There are two ways to register new users in PPM Express:
1. Users can be invited to PPM Express tenant by PPM Express Administrator.
For more details please refer to How to invite users to PPM Express tenant article.
2. Users from the same Office 365 or GSuite tenant can sign up to PPM Express tenant.
For more details please refer to How to register a new user in PPM Express tenant article.
As the users are added to PPM Express it is possible to assign the required license type to each user, Regular, or Team Member and grant and manage users permissions within the application.
To access the People management menu, click on the gear icon in the upper right corner of the page and choose People management. This action is available only for PPM Express users who are granted with 'Administrate app' permissions.
The list of all users registered in your PPM Express tenant will be shown.
Assigning licenses to users and editing their permissions
As the users are added to PPM Express they will have 'Not Applied' status for the License field by default. PPM Express tenant Administrator should assign the required license type to each user and grant the required permissions. As the required license is assigned and the permissions are granted, users will be able to log in to PPM Express and act according to their permissions.
Users that are added to PPM Express may have two types of license:
- Regular - users with a Regular license may have a full set of PPM Express permissions. By default users with Regular licenses 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 - users with Team Member license 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.
To edit assign the required license type to the user and grant the user the required permission user record needs to be opened for editing.
To open the user record for editing, click on the … icon in the right part of the screen next to the required user and choose Edit. The User configuration menu will open.
Administrate app: If this checkbox is checked, this user will be granted PPM Express administrator permissions.
The first user who logged in to PPM Express and created PPM Express tenant is an Application Administrator by default and has full access to all functionality and settings within the PPM Express application.
Application Administrator has permissions to:
- create, view, edit and delete all portfolios, projects, and resources in PPM Express tenant;
- configure data synchronization;
- access and configure report management settings;
- activate, deactivate PPM Express users and grant permissions to all PPM Express users according to the organizational policy;
- manage challenges and ideas;
- manage budget;
- manage configuration;
- manage integrations;
- manage billing operations;
- PPM Insights.
Manage Resource: This checkbox is checked by default for all new users in PPM Express. If a user has Manage Resources permission, this user will be granted access to the Resources page and will be able to manage all Resources-related settings: view, edit and delete any resource in PPM Express application.
If the Manage Resources checkbox is unchecked, the Resources page will not be available for such users at all (even for viewing).
Manage Prioritization: Checking this option grants permissions to manage strategic alignments (users will be able to edit the catalog of priorities and their importance).
Manage Challenges and Ideas: Checking this option grants permissions to set/edit priorities for ideas. Users who have these permissions can create challenges, activate or reject the ideas within these challenges, delete ideas and challenges. All users who have these permissions can review and edit all challenges and ideas on the Business Challenges page even the ones where they are not managers.
Please note: There can be more than one manager for one Business Challenge.
Manage budget: Checking this option grants access to Project or Portfolio budgets for this user account. If this option is unchecked, the user will not be able to see or edit the budget (a placeholder will be shown instead in the Budget section).
Manage configuration: Checking this option grants the following permissions:
- Save and Apply Default Layout to Project, Portfolio, or Resource Details Pages for this user account.
If this option is unchecked, the user will not be able to Save Default Layout for Project, Portfolio, or Resource Details Pages.
If this option is unchecked, users can Apply Default Layout to Resource Details Pages. Also, users can Apply Default Layout to Project and/or Portfolio Details pages in Projects and/or Portfolios they have the right to edit them.
- Configure Azure DevOps fields mapping and progress calculation.
Please note: if a user has the rights to edit a project (where this user is a project manager, for example), this user will not be able to manage Azure DevOps fields mapping and progress calculation until the Manage Configuration checkbox is checked.
- Create new fields on Project, Portfolio, and Resource Details page. Delete the custom fields.
Please note: There can be more than one manager for one project or portfolio.
Manage Billing: Checking this option grants access to the Billing Settings page where billing operations are performed, the licenses are purchased and managed. All the information about the current subscription is also available on the Billing Settings page.
Manage integrations: Checking this option grants permission to create and refresh connections in PPM Express. This permission is granted by default to all users with a Professional license type and can be unchecked by the PPM Express administrator if needed.
PPM Insights: Checking this option grant permission to visit the PPM Insights dashboard.
Portfolio level permissions
Please note: If you grant a user with viewing or editing access to a specific Portfolio, this user will also have the same access rights to all of the projects included in this Portfolio.
Create: Grants a user with permission to create portfolios.
View all: Grants a user with read-only access to any portfolio in your tenant. This also means that the user has read-only access to all the projects.
If it is required that the user has permissions to view only specific portfolios, uncheck the 'View All' checkbox and click on the box under the View all checkbox, then choose the portfolios in question manually from the list.
Collaborate on: Allows users to edit the tasks of the projects included in the portfolio(s).
If it is required that the user has permission to edit only the tasks of the projects in the specific portfolios, uncheck the 'Collaborate All' checkbox and click on the box under the Collaborate all checkbox, then use the box under the Collaborate all checkbox to choose them manually.
Edit all: Allows the user to view and edit any portfolio in your tenant.
If it is required that the user has permission to edit only specific portfolios, uncheck the 'Edit All' checkbox and click on the box under the Edit all checkbox, then use the box under the Edit all checkbox to choose them manually.
Users with Edit All rights can Apply Default Layout to Project Details Pages. Users with Edit rights for specific Projects can use Apply Default Layout option only in Projects they have permissions to edit.
Create: Allows a user to create projects in PPM Express tenant.
View all: Grants a user with read-only access to any project in the tenant.
If it is required that the user has permissions to view only specific projects, uncheck the 'View All' checkbox and click on the box under the View all checkbox, then choose the projects in question manually from the list.
Collaborate on: Allows users to edit the project tasks.
If it is required that the user has permission to edit only the tasks in the specific projects, uncheck the 'Collaborate All' checkbox and click on the box under the Collaborate all checkbox, then use the box under the Collaborate all checkbox to choose them manually.
Edit all: Allows viewing and editing any project in your tenant.
If it is required that the user has permission to edit only specific projects, uncheck the 'Edit All' checkbox and click on the box under the Edit all checkbox, then use the box under the Edit all checkbox to choose them manually.
Users with Edit All rights can Apply Default Layout to Project Details Pages. Users with Edit rights for specific Projects can use the Apply Default Layout option only in the Projects they have permissions to edit.
Make sure to click the Save button to save the changes you made.
Deactivating a user
To deactivate any record, click on the … icon next to it and choose Deactivate. The first user registered in PPM Express is considered a tenant administrator and cannot be deactivated.
Bulk deactivating/activating users
To deactivate/activate several users at a time, select users and click Deactivate Selected/Activate Selected
Please note: users who were invited to PPM Express are added to the People management page and to the Resources page after they join the application.
Changing PPM Express Tenant Administrator account
PPM Express tenant will be registered once the first user from Office 365 tenant/GSuite or personal Google account signs up. Such user is granted with Administrate app permissions by default and receives access to all components and features provided in PPM Express.
If there is a necessity to deactivate this user, it is possible to do so following the steps below:
1. The user with Administrate App permissions who need to be deactivated should open the People Management page.
2. Select the user who will be PPM Express Tenant Administrator, open this account for editing.
3. Set Administrate App permissions for this account and click Save.
4. Next, the user who was granted Administrate App permissions should log in to PPM Express, select the user account that needs to be deactivated, open it for editing.
5. Uncheck the Administrate App check-box for this user account and click save. This user will no longer have Administrator permissions within this PPM Express tenant and can be deactivated if required.
User with Administrate App permissions can grant Administrate App permissions for other users as required, there are no limitations for the number of Administrators in PPM Express, but please note that the users with Administrate App permissions should have a Professional license type.
Please note: It is possible to deactivate this user, but this user will still be a tenant owner as the information provided during PPM Express tenant registration as for Company name, Email, Phone number, etc. cannot be changed within the application. To find out how to change this information, please refer to this article.