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Permissions Management

Feng Office provides three ways to manage access permissions to its users:

  1. Defining permissions on a particular user.
  2. Defining permissions on a particular dimension (Project, Client, Folder, Workspace, etc.).
  3. Defining permissions on a user group.

In this section we will explore the three ways of defining permissions.

All three ways are accesible through the Administration Panel. To access the Administration Panel, please do as follows:

  1. Click on your name (top right corner)
  2. Select Administration

Defining Permissions for an individual user

For every person in Feng Office, you can determine:

  1. Will he or she be able to access Feng Office?
  2. What actions he/she will be able to perform.
  3. What parts of the system (which Projects, Clients, Workspaces) he/she will be able to access.

The first option (will the user be able to use Feng Office) is a simple yes or now.

The second option can be quickly defined by the 'User Role', which pre-configures a set of common allowed actions and restrictions.

The third set of settings (what elements or parts of the system the user will be able to access) is determined at the time of:

  1. Adding or editing a new Member (Project, Workspace)
  2. Adding or editing the user.

User roles

Defining a role on a user provides a preconfigured set of system permissions.

See the table below for a quick guide to the permissions defined by each role

Quick description
Super Administrator Can do everything
Administrator Can do everything, except managing other administrators and super administrators
Manager Can do everything on Clients, Projects and Workspaces for which administrators granted Management permissions
Executive Can work on everything, but cannot set permissions
Collaborator Customer Is a Customer that can work on data but with restricted permissions, such as not creating or assigning tasks
Internal Collaborator Can work on data, but cannot create nor assign tasks
External Collaborator Can work on data, but cannot create nor assign tasks
Guest Customer Has limited access to view his/her own data. Cannot upload data. Only comments
Guest Has limited access to view his/her own data. Cannot upload data. Can't comment
Non-exec Director Has access to all data. Can't break things :-)

For more detailes, here is a complete and detailed description of User Roles.

Permissions on dimensions

  1. Go to 'Users' and click on 'Permissions' on the user in question
  2. Scroll down a bit and set up the permissions for the project, client, folder, workspace, etc in question, as it is shown in the following picture:

Permissions categories:

  • 'None' → no permissions at all
  • 'Read' → only see things and comment them. In case of tasks, only being able to complete tasks assigned to the person in question
  • 'Read & Write' → see things, create new ones, and modify existing ones
  • 'Read, Write & Delete' → same as the previous option, but also being able to delete information

Actions:

  1. If you click on any column (i.e.: 'Read & Write'), the permissions will be set there without you having to click every single one of them.
  2. 'Apply to all submembers':
    • If you would like a user to have permissions in a whole Client, and also within its folders and projects, you may click on 'Apply to all submembers' on the bottom right corner of the permissions menu.
    • In the picture above it would mean that you are granting the 'Read & Write' permissions for 'Acme Client' along 'Project X' and 'TNT'.
  3. 'Apply to all members:'
    • If you would like a user to have those permissions in all of the clients, projects and folders, you do not need to select them one by one, as you may already do it by clicking on 'Apply to all members' on the bottom right corner of the permissions menu.
    • In the picture above it would mean that the person in question will have 'Read & Write' permissions to 'Acme Client', 'Project X', 'TNT', 'Feng cola' and 'Drink the epicness'

Note: Remember to save the changes after setting the permissions up!

Permissions by User Groups

Feng Office not only allows you setting up the permissions by users, but you may also create a group of users, set permissions for the group, and then all of these permissions will be applied to the users.

In order to add a new group, please do as following:

  1. Click on your name (top right corner)
  2. Select Administration
  3. Click on Add group or access Groups to edit an existing one or add a new one.

Once you get here, you will have to do as following:

  • Add a Name for the Group you are creating
  • Select the users (by clicking on them) who will belong to this group
  • Select the System Permissions for members of this group will have (you can click on the green ? icon if you are not sure what is the permission for).
  • Select the Module Permissions
  • Select where these members will be accessing to (projects, clients, folders, workspaces, etc.) as shown above and what permissions will they have there.

IMPORTANT: You may add or remove users from a group whenever you feel like, but please bear in mind that the permissions the user will have are the maximum permissions granted by either the groups the user belongs to (it may belong to more than one) or the permissions that were set for him as a user. This means that if the user cannot access a project due to his permissions, but he is added to a group that can, his permissions will be overridden and he will be able to access this project, and viceversa.

For instance: If John Doe does not have permissions to access Acme Project, but someone adds him to a group that has permissions over Acme Project, from then on John Doe will be able to access it.

However, system permissions do not override user role permissions.

For example, if you create a user with the role GUEST USER, the permissions this user will have are those stated for it's role, and adding him to a group with more permissions or changing its system permission will not override them.

Permissions by Dimensions

To start with, lets define what is a Dimension member: a Dimension Member can be any of the following:

  1. Project
  2. Client
  3. Folder
  4. Workspace
  5. etc.

Besides setting the permissions by users and groups, Feng Office allows you doing so by Dimension Members as well.

After getting into the Administration Panel, you ought to select the Dimensions option as shown below:

Once you are there, you will see the different Dimensions - but collapsed by default -. In order to change the permissions here, you first have to expand them by clicking on the dimension name. I.E.: Click on Clients and Projects to see something similar as this picture:

Once the different options are displayed, you should click on Permissions to see the permissions for the specific dimension member.

In the previous picture, you may notice who has access to the project called Move your soul, which basically is everyone except for Andrew Wilson and Albert Anderson.

Important Note: please bear in mind Feng Office counts with Permissions Heritage as well, meaning that a user that has permissions on 27 Bar for instance, by default will have the same permissions to the projects or folders you create within. Of course, you may change them if you wish to later on.

You may also 'play' with the permission systems from here, and give or remove permissions to the different users. Changes done here will override the permissions granted on the users permissions and permissions by user groups, and viceversa.

Discussion

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permissions.txt · Last modified: 2014-04-24 15:52 by nicolas
 
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