itbase project web

MANUAL
Revised April 16th, 2012
ITBASE PROJECT WEB
FOR ADMINISTRATORS
CONTENT
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1. Administrator........................................................................
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2. Establishment of new project................................................
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2.1 Folder structure..............................................................
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2.2 User groups and access control.......................................
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2.3 Users.............................................................................
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3. How to start new projects.....................................................
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4. Tenders................................................................................
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1. ADMINISTRATOR
To be an administrator in ITBASE Project Web you must be a member of the
user group Project administrators or Domain administrators.
- The Project administrator has full control over the project, and is a typical
role for the project manager.
- The Domain administrator has full access to all projects, and is a typical
role for a chosen person in the company who has the main responsibility for
all the project web.
The administrator has full access to all folders and functions, and gets access
to three additional menu options at the bottom of the menu on the left.
The first thing you do as an administrator in
ITBASE Project Web is to prepare the system
for use.
All projects are based on a project template
that is adapted to each project. The project
template is either a copy of an existing project
or a copy of the system’s project template.
You customize the project’s folder structure by
setting access control, creating user groups and entering the users.
2. ESTABLISHMENT OF NEW PROJECT
2.1 FOLDER STRUCTURE
You right-click on the folders to bring up the option to add or remove folders. For
more information read chapter 3 in “Manual for Project Participants”.
Important information when structuring your folders:
- Use folder type Normal for folders that contain subfolders.
- Use folder type List Folder for folders in which you want to add files in.
- Use folder type Picture Gallery for folders in which you want to add pictures
in. This folder type can also be used for PDF files - and appears as PDF
thumbnails.
You can activate or deactivate folders during the project to limit the number of
visible folders. It is only the administrators who can see the deactivated folders.
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2.2 USER GROUPS AND ACCESS CONTROL
User groups are used to group
participants who will have the same rights
in the system. Good examples are PL,
ARK, RIB, RIE and RIV.
User groups that are marked with red
color are fixed groups and can not be
changed.
The user groups are an integral part of
the access control in ITBASE
Project Web. Right-click on a user group
and select Access Control to determine which folders they should have access to:
The dialogue for Access Control
shows the checked read and write
permission. Read permission means
that you can see the content of
the folder while write permission
means that you can change the
folder’s content.
The folder structure is shown in the
dialogue on a clearly manner, and it
is easy to make changes.
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2.3 USERS
You must register all the project
participants who need access to the
project. Click on Add user at the top of
the screen to add new users. First click on
“Search user database” to see if the person already is in the system.
The new user get the same password and
username. The user will have to change
his password first time he logs into the
system. Please note that you see the
menu options when right-clicking a user.
Each user must be linked to one or more user groups to gain access to the
project. By clicking on the Show group membership, you can see which
user groups the users are a member of. You register the users in/out of the
user group by clicking on the relevant box.
The passwords are sent to the users by checking the Include password in
the menu under Write message.
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3. HOW TO START NEW PROJECTS
The project list shows the projects under your
domain. It is easy to create new projects - often
with similar appearance and structure as the
one you already are working on. Click on New
project to create a new project.
By selecting Copy existing project, you can
create a copy of an existing project. Remember
to mark that you should copy the folder
structure, user groups and access control.
You the create an identical project in which it remains minimal work before
you can start. In the new project, you can re-use the project participants who
participate in the existing projects.
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Right-click on the project name and select
Properties to change the settings for an
existing project.
4. TENDERS
ITBASE can be used to provide access to the tenderers
tender documents without them getting access to the
rest of the project. This can be organized as a
separate project web or master folder for each project.
In this example we will make a tender competition for
the example E01 as a master folder in a project. First,
you create the folder structure with accompanying
tender documents. Then you create you own user group in the menu User groups with the choices made in the illustration below:
The next step is to set read permission to the folders that belong to the tender.
The choices for this is found by right-clicking the new user group and choose
Access Control.
The last step is creating a new user in the menu under Users. This user is to
be used by all tenderers so that you do not have to add several users. UserID is
optional, but we recommend using the UserID E01 in this case.
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Remember:
• Choose your own business as a company.
• Sign the user (E01) to their respective tendering group (E01).
• Lock password - Must be marked under the advanced tab:
Test the solution by logging in as the tenders user. Finally, you send the URL and
access to the tenderers.
www.domene.com/project name
UserID: E01
Password: E01
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