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Guidelines to create Client & Project Spaces

Guidelines to create Client, Project Spaces in Project Office

This directory structure will help clients and other users of the system access documents easily, and also aligns it on the same lines as software development life cycle.

There will be different sets of users, having different roles that will be using the project office. To start with, the Site Admin creates a new project folder and allocates a project manager. The project manager then gives access to customers, employees and contractors. Project manager maintains all the information under the project space.

Creating a new Project Space

The following steps need to be followed while creating a project space for the new client.

Site Admin's tasks

1. Go to the Projects directory on the Project Office site, from the 'Add Item' link, select 'Project' and add.

2. In the form presented give the Title of the Project and then give other information like the description, External Repository and Bug Tracker if any. You can also upload the logo of the client here.  Next save the form and a new project is created for you. Now you should be able to see the new folder for that specific client in the left hand side navigation box.

3. The newly created project will have a standard folder structure inside. It is left to the discretion of the the Project Manager to retain that or manipulate as the need be.

4. Once the Project is created it needs to be assigned to a Project Manager, who can then maintain it. For this the site admin will go to the New Project and then click on the Sharing tab. There in the search box, type the name of the Project Manager and perform a search. Then assign the PM 'can add', 'can edit', 'can view' and 'can review' permissions. Then save the form.

Project Manager's tasks

1. The PM can view all projects, but will have extended privileges on their assigned projects.

2. Once a new project is assigned to the PM, they can take charge of the Project and do additional configuration.

3. They should try to maintain the Project dashboard by filling out the Project Home, Project Team, Customer Detail, Project Status and Message Board.

4. The PM should also give the customers, contractors and other employees associated with the project access to the Project space by using the Sharing tab. Search for the users and then give them the necessary 'can add', 'can edit', 'can view' and 'can review' permissions. If the user does not show up in the search, contact Cignex System Administrator, so that they can add the user to the LDAP server.

5. Let the customer/contractor know their credentials to access Project Office cia email. All employees will use the same credentials as their email access.

6. The PM should also configure the Issue Collector, by adding the Tracker Managers and other configurations by editing the tracker. 

Providing Access to New Users to the Existing Project Folder

Security is the most important feature of Project Office as the documents for a specific client need to be protected.

By default only people with the following Roles can access any Client or Project space if they have been assigned to the Project by the PM.

  • Manager - CIGNEX Employees in a role of Site Admin (VP of Consulting)
  • Project Manager - All CIGNEX Project Managers, can see all Archived and Current projects
  • Member - All CIGNEX Employees, can see all Archived and Current projects
  • Customer - All CIGNEX customers, will have access to a specific Project folder
  • Contractor - All CIGNEX contractors, will have access to a specific Project folder
Other Local Roles
  • Contributor - Local Role given to end customers, employees and contractors for a specific project folder
  • Editor - Local Role given to end customers, employees and contractors for a specific project folder
  • Reviewer - Local Role given to end customers, employees and contractors for a specific project folder
  • Reader - Local Role given to end customers, employees and contractors for a specific project folder

By default all the CIGNEX Employees will have view access to the new Project folder.  You need to give access to end customers and contractors.

Project Completion tasks
      • Project Manager needs to inform Cignex System Administrator to inactivate users (customers and contractors) having access to the project space.
      • Project Manager needs to move Project to Archived Projects section.
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