Administration of users and groups, access and configuration

Groups

This is where to create new groups. When creating a group, you set the permissions for the group, report access and you can choose whether users are members or group admins.  

Click on “Create New” and enter the group name. You can also add a description for the group.

Users

Here you create new users, set the permissions for the users and select user´s role. Add features, group memberships and report access. The user must be created before setting permissions in projects.

Click on “Create New,” then add a name, email address, role, password, and optionally a phone number.

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Permissions can also be granted to users via features. These features can only be enabled or disabled if they are also activated on the company's account. This should be agreed upon with Virkplan.

This below will only be visible to users who have Projects in the portal.

We’ve added tooltips next to each permission, providing an explanation of what each one means.

For example, if the "Can edit projects" permission is checked, it overrides all other permissions that start with "Can edit projects...".

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NOTE – “Higher” permissions on a user or in the group override what a user otherwise gets from rights, and rights on user and group must be seen as complementary to each other.

If this setting is enabled for a user in Projects, the user will receive an email with a link to their task. This can be used, for example, for external collaborators who shouldn’t work directly in the Virkplan portal but can complete their task simply by clicking the link in the email and submitting their input.

‍Access – Reports

Configure report access. Here you give groups and users access to specific reports. You choose a report and select how the group or users access should be. It will be visible who already has permissions, and this will also be reflected on the user's profile.

Access – Sites

Configure site access. Give users and groups access to specific sites. It will be visible who already has permissions, and this will also be reflected on the user's profile

Access – Import

Configure Import Access. Configure which users and groups are allowed to upload files. It will be visible who already has permissions, and this will also be reflected on the user's profile

Master Documents

"This is the document library for master documents. When using master documents, you can upload them to projects and tasks. They can be found when choosing 'Select from existing documents'."

Portal usage

A common report showing the use of the Virkplan portal for your company is available to all company administrators. Portal Usage can be found under the 'Admin' section. Members will see it as a menu item if they have been granted access. Access is provided through a feature in the user settings.

This is where you configure Triggers, Tags and Area Fields.

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Actions

An automatic trigger Virkplan can set up to call a function when a task is completed. E.g. send an E-mail to a specific person when the task is done. Virkplan can also assist with a callback URL, such as a start event.

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Tags

Here you can add a tag to a task. When adding, the tag is addible in “tags” on tasks. E.g. for use by companies that want to see which department is responsible for a task or for other usages. Tags are shown in the task list as a column that you can filter on. They must be edited under Projects configurations.

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Project Area fields and Task area fields

Project Area Fields will be displayed in the project “Overview”. Configure Area Fields as text, dropdown, multi-select dropdown, address, or based on a URL from a company central. An Area Field can also be related, meaning that if a category is selected in one Area Field, the options in the next Area Field will depend on the selected category. This could include customer number, project type, region, account number, or whatever a company needs for their project overview.

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You can add as many Area Fields as you want. Area Fields are shown in the project list, and you can filter by them. It is also possible to view Area Fields in reports. You can change the order of Area Fields, which will then be reflected in all future projects created.

You can also create Area Fields for tasks. These will only be visible on the individual task. Area Fields can be enabled or disabled already at the template level, so before starting a new project, only the desired Area Fields are exposed for that specific project and its tasks.

Choose the Area Field that should be a mandatory field and mark it as Required. This can be done for both project-level and task-level Area Fields.

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Custom Containers

It is also possible to add custom containers to projects and tasks. A data source is used by containers as the basis for data collection.

This requires configuration of a data source. Please contact Virkplan for assistance with setup.

Once the data source is configured, you can add your own containers and name them as you wish. If you have multiple data sources, you select which one the container should use when creating it.

Examples of custom containers could include displaying the number of inquiries from a customer on a specific project, or showing related projects or tasks.

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NOTE: Deleting area fields demands a clean-up by Virkplan employees.

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