Manage Project Membership

To view or edit the name of a project:

1. In the Project Details properties, to the right of Project Name, click the Edit icon .

   The Edit Project Name dialog appears.

2. Edit the project name.

3. Click Save.

To export the project membership list:

1. On the Portal Landing page or on a project home page, click the Reporting button .

   The Dashboard-Reporting page appears.

2. Click the More Details link for the Project Members widget.

   The Project Members page opens.

3. Click the down arrow of the Select a Project list.

4. Select the project names that you want to include in your export.

   Available only on the tenancy level. Otherwise, data is shown for the current project.

5. Click the calendar button of the From field and then select the reporting period start date.

6. Click the calendar button of the Until field and then select the reporting period end date.

7. Click Apply Filters.

   The page updates to show the results for your selected criteria.

8. Click Export in the toolbar.

   A menu opens, prompting you to select the report output format.

9. Select the output format that you want.

   A progress dialog appears. Up to 1000 items may be exported.

10. Click Download.

    The file downloads to your browser.

This action can only be done for internal roles. The Contractor is an external role. It is not possible to switch between internal and external roles for users that are active.

If a user has the Contractor role as a user and is part of a group with the Contributor role on a project, you may see a scenario where the user is unable to upload documents in Portal. This issue occurs because the two roles have conflicting user permissions.

To resolve this issue, remove the user from the Contributor group.

To update a project role for a user:

1. Click the Actions icon of the member whose role you want to update.

2. Select Update Role from the menu that appears.

3. Select the appropriate role from the Role field.

4. Click Save.

To view the privileges of a user on a project:

1. Click the Actions icon of the member.

2. Select Privileges from the menu that appears.

   The <MemberName> dialog box appears and lists the privileges that have been granted to the user in each category.

To view a member's details:

1. Click the Actions icon of the member whose details you want to see.

2. Select Details from the menu that appears.

   The <MemberName> dialog box appears and shows the selected member's details.

To view the audit trail for a user:

1. Click the Actions icon of the member.

2. Select Audit Trail from the menu that appears.

   The <MemberName> dialog box appears and shows the selected member's audit trail.

You can add people to a project that have already worked in another project in Portal and you can invite people that have not yet used Portal to join a project. You can also add a group of members to a project.

Adding people to a project only grants them access to that project. It does not grant them access to any other projects in Portal. Neither does it make them a member of a Portal group, which is required for them to also work in PowerWeb. For both of those tasks, see Manage User Accounts.

When you invite people to join a project, they receive an email invitation with a link to the project and instructions to join the project. If they do not receive the invitation for any reason or they lose the invitation, you can resend it. If the recipient accepts the invitation and joins the project, you will be notified by email.

You must be assigned to the Project owner role to perform this task.

To invite a member or group to the project:

1. Choose between two options:

   • Click Add Group.

   • Click Add Member.

2. Choose between three options:

   • To add a group:

     1. Choose between two options:

        • Select the groups that you want to add from the list, OR

        • Type part of the group name or description in Search/filter and then select from the filtered list.

     2. Select a role from the Role list to assign to the members of the group.

     3. If you want to notify the new members by email, enable Notify new member(s) and then type an optional message in Message.

     4. Click Add.

        The new members are added to the project.

   • To add an existing Portal user:

     1. Choose between two options:

        • On the Add tab, select the users that you want to add from the list, OR

        • Type part of their name, email address, or company name in Search/filter and then select from the filtered list.

     2. Select a role from the Role list to assign to the new members.

     3. Click the Add member(s) icon .

        The selected names are added to the Add member(s) list. If you change your mind and want to remove a user, click the remove icon next to their name.

     4. If you want to notify the new members by email, enable Notify new member(s) and then type an optional message in Message.

     5. Click Add.

        The new members are added to the project.

   • To invite a new Portal user:

     1. On the Invite by email tab, click options or type values using the descriptions in the following table.

        Required fields are indicated by the asterisk (*) character.

     2. Click Send.

        The invitation is sent.

To view invitations which have not yet been accepted:

• Click the Pending Invitations tab.

  A list of users who have been invited to join the project but have not yet accepted the invitation appears.

To resend an invitation:

1. Click the Pending Invitations tab.

   A list of users who have been invited to join the project but have not yet accepted the invitation appears.

2. In the row of the invitation that you want to resend, click the Resend Invitation icon .

   A dialog box opens, asking you to confirm your choice.

3. Click OK.

   A new invitation is sent with the same information as the original invitation. The original invitation cannot then be used to join the project.

If you invite a person to join a project but later decide that they should not be allowed access to the project, you can cancel the invitation if the person has not yet accepted it. If they have already accepted the invitation, you can disable their Meridian Portal account as described in Manage User Accounts.

You must be assigned to the Project owner role to perform this task.

To cancel a pending invitation:

1. Click the Pending Invitations tab.

   A list of users who have been invited to join the project but have not yet accepted the invitation appears.

2. In the row of the invitation that you want to cancel, click the Cancel Invitation icon .

   A dialog box opens, asking you to confirm your choice.

3. Click OK.

   The invitation is canceled and removed from Pending invitations list.

To remove a member from the project:

1. Click the Actions icon of the member that you want to remove.

2. Click Remove.

   The member is removed from the project.

To remove one or more members or groups from a project:

1. Select the check box to the left of the members and / or groups you want to remove.

   You cannot delete all members from the project—there must be at least one member or group left on the project.

2. Click Remove.

   This button appears in the upper-right, above the table.

   A dialog box opens, asking you to confirm your choice.

3. Click Remove.

   The members and /or groups are removed from the project.

If a user with the Contractor role is part of a project as an individual member but should be participating in a Contractor group with colleagues, it is possible to merge the individual Contractor into the assigned Contractor group.

To merge a contractor's membership into a group:

1. Click the Actions icon of a member with the Contractor role who you want to merge.

2. Click Merge to Group.

   The Merge to Group dialog box appears and lists all available groups.

3. Select a group to which you want to add the user.

4. To notify the new members by email:

   1. Enable Notify new member(s).

   2. Type an optional message in Message.

5. Click Merge.

   The following changes occur:

   • The user is removed from the project and added to the selected group.

   • The group is assigned to the project with the Contractor role.

   • Documents which were created by or accessible to the user are now accessible to the group.

   • Packages from the user are now available to the group.

If a user has the Contractor role as a user and is part of a group with the Contributor role on a project, you may see a scenario where the user is unable to upload documents in Portal. This issue occurs because the two roles have conflicting user permissions.

To resolve this issue, remove the user from the Contributor group.

To view and edit areas of expertise and users assigned to them:

1. Click the Project Expertise tab.

   The expertise list shows the members of the areas of expertise that are defined as described in Manage Areas Of Expertise.

2. In the row of the expertise you want to edit, click Edit.

   The Edit Expertise dialog lists the users current assigned to the expertise.

   Choose one or more of the following options:

   • To add a user from the tenancy to the expertise:

     1. Click Add user(s) from Tenancy.

     2. In Select role from Tenancy, select the role of the user you want to add.

     3. In Search members, type the name of the user.

     4. Select the user you want to add to the expertise.

     5. Click Close.

   • To add a user from the project to the expertise:

     1. Click Add user(s) from Project.

     2. Click the row of the project member you want to add to the expertise.

     3. Click Close.

     4. To notify users that they are being added to the project, select Notify new Project members.

        A Message field. In this field, you can send a message to the new project members.

   • To remove a user from an expertise, click the Remove icon in the row of the member that you want to remove.

     The user is removed from the expertise list but remains a member of the project.

3. Click Save.

   The expertise list updates to show your changes.