Creating and Managing Project Groups

Project Groups are a set of users that can be assigned a particular Project Role within a project. Project Groups are another mechanism project administrators can use to control access to a project.

The Project Groups page displays groups available across the entire instance, as well as groups specifically scoped to the project. Administrators may assign Project Roles to either kind of groups, assigning members of the groups access to the project.

For users to properly view projects, they must be granted access to those projects by creating role assignments. For more information, see Project Role Assignments.

For information on how to access Blueprint Settings, see About Blueprint Settings.

Access and Manage Project Groups

To view Project Groups, users must have either

a) the View Groups, Project Roles, and Project Role Assignments privilege in their Project Administrator Role
OR
b) the Administer All Projects privilege in their Instance Administrator Role

For more information on Project Administrator Roles, see Manage Project Administrator Roles.
For more information on Instance Administrator Roles, see Manage Instance Administrator Roles.
  1. From Settings, click Projects and select the desired Project in the main window
  2. Back in the Explorer pane under Projects, expand User Management and select Project Groups
  3. The page displayed lists all the Project Groups for that project. Click a group in the Name column to see its details
    The list can be sorted by clicking any column header to display each column in alphabetical or reverse alphabetical order
  4. The group's details page provides all the information for that Project Group including:
    1. The Group Email indicating the email address acting as a distribution list for all group members
    2. The Group Type. Project-level Groups will always have an Access group type by default. For more information on group types, see About Groups
    3. The scope of the Project Group, meaning which project or part of a project the group members can access. For more information regarding defining the scope for a Project Group, see Select Scope of Project Role Assignments on a Project Group
    4. All the members of the Project Group by clicking the Group Members tab
    5. The Project Role Assignments for that Project Group by clicking the Project Role Assignments tab

Add a Project Group

Adding Project-level Groups allows project administrators to create new sets of users within the project. These users can then be assigned access to the project.

To add Project Groups, users must have either

a) the Manage Groups, Project Roles, and Project Role Assignments privilege in their Project Administrator Role
OR
b) the Administer All Projects privilege in their Instance Administrator Role

For more information on Project Administrator Roles, see Manage Project Administrator Roles.
For more information on Instance Administrator Roles, see Manage Instance Administrator Roles.
  1. From Settings, click Projects and select the desired Project in the main window
  2. Back in the Explorer pane under Projects, expand User Management and select Project Groups
  3. Click Add Project Group
  4. In the page displayed:
    1. Click the default name in the header and enter a new name for the Project Group
    2. Enter a valid email address in the Group Email field that will act as the distribution list for all group members
    To add group members to the Project Group, see Assign Members to a Project Group
    To assign Project Roles to that Project Group, see Assign Project Roles to a Project Group
    To define the scope of your Project Group's access, see Select Scope of Project Role Assignments on a Project Group
  5. Click Save
Administrators may only manage groups specifically scoped to the Project selected.
To manage groups across the instance, please see Edit Groups.

Edit a Project Group

Project administrators can edit the details of Project Groups, allowing for easy changes to the group's details as needed.

To edit Project Groups, users must have either

a) the Manage Groups, Project Roles, and Project Role Assignments privilege in their Project Administrator Role
OR
b) the Administer All Projects privilege in their Instance Administrator Role

For more information on Project Administrator Roles, see Manage Project Administrator Roles.
For more information on Instance Administrator Roles, see Manage Instance Administrator Roles.
  1. From Settings, click Projects and select the desired Project in the main window
  2. Back in the Explorer pane under Projects, expand User Management and select Project Groups
  3. On the Project Groups page displayed, click the desired group
    1. To edit the group's name, click the name in the header and modify the name as desired
    2. To edit the Group's email address that acts as the distribution list for all group members, click the Group Email field and change as needed
    3. To edit the members of that Project Group, see Assign Members to a Project Group and Unassign Members from a Project Group
    4. To edit the Project Role assignments for that Project Group, see the Assign Project Roles to a Project Group
    5. To edit the scope for that Project Group, see the Select Scope of Project Role Assignments on a Project Group
  4. Click Save
Administrators may only manage groups specifically scoped to the Project selected.
To manage groups across the instance, please see Edit Groups.

Copy a Project Group

Project administrators can copy an existing Project Group and make modifications as needed.

To copy Project Groups, users must have either

a) the Manage Groups, Project Roles, and Project Role Assignments privilege in their Project Administrator Role
OR
b) the Administer All Projects privilege in their Instance Administrator Role

For more information on Project Administrator Roles, see Manage Project Administrator Roles.
For more information on Instance Administrator Roles, see Manage Instance Administrator Roles.
  1. From Settings, click Projects and select the desired project in the main window
  2. Back in the Explorer pane under Projects, expand User Management and select Project Groups
  3. On the Project Groups page displayed, click the group that should be copied
  4. Click Copy
  5. In the page displayed:
    1. Click the default name copied over in the header and enter a new name for the Project Group
    2. Edit the Group's email address that acts as the distribution list for all group members by clicking the Group Email field and change as needed
    3. Click Save
      1. Group members are not copied over. To add group members to the Project Group, see Assign Members to a Project Group
      2. Project Roles are not copied over. To assign Project Roles to that Project Group, see Assign Project Roles to a Project Group
      3. To define the scope for your new Project Group, see Select Scope of Project Role Assignments on a Project Group
Administrators may only manage groups specifically scoped to the Project selected.
To manage groups across the instance, please see Edit Groups.

Delete One or More Project Groups

Project administrators can delete one or more Project Groups if they are outdated or obsolete.

To delete Project Groups in the Project Administration Portal, users must have either

a) the Manage Groups, Project Roles, and Project Role Assignments privilege in their Project Administrator Role
OR
b) the Administer All Projects privilege in their Instance Administrator Role

For more information on Project Administrator Roles, see Manage Project Administrator Roles.
For more information on Instance Administrator Roles, see Manage Instance Administrator Roles.
WARNING: Once deleted, users in that Project Group may lose privileges in the project and/or Blueprint Settings. Consider assigning these users to another Project Group before deletion.
  1. From Settings, click Projects and select the desired Project in the main window
  2. Back in the Explorer pane under Projects, expand User Management and select Project Groups
  3. On the Project Groups page displayed, click the name of the group that should be deleted
    1. To delete multiple Project Groups, select the checkboxes next to the names of each group that should be deleted, click the Actions dropdown and select Delete
  4. Click Delete
  5. Click OK to proceed
Administrators may only manage groups specifically scoped to the Project selected.
To manage groups across the instance, please see Edit Groups.

Assign Members to a Project Group

Project administrators can assign users to Project-level Groups to control access to an individual project.

To assign members to a Project Group, users must have either

a) the Manage Groups, Project Roles, and Project Role Assignments privilege in their Project Administrator Role
OR
b) the Administer All Projects privilege in their Instance Administrator Role

For more information on Project Administrator Roles, see Manage Project Administrator Roles.
For more information on Instance Administrator Roles, see Manage Instance Administrator Roles.
  1. From Settings, click Projects and select the desired Project in the main window
  2. Back in the Explorer pane under Projects, expand User Management and select Project Groups
  3. On the Project Groups page displayed, search for and click the group members should be assigned to
  4. On the Project Group's details page, click the Group Members tab
  5. Click Assign Members
    1. Select the checkboxes for all the users you want to assign to that Project Group and then click OK
      You can also search for specific users or groups using the search bar and sort the table by clicking a column header to display each column in alphabetical or reverse alphabetical order
  6. Click Save on the Project Role's details page
Administrators may only manage groups specifically scoped to the Project selected.
To manage groups across the instance, please see Edit Groups.

Unassign Members from a Project Group

Project administrators can remove project access from users in several different ways. One option is to remove users from the relevant project groups, so they don't gain the corresponding privileges of group membership.

To unassign members from a Project Group, users must have either

a) the Manage Groups, Project Roles, and Project Role Assignments privilege in their Project Administrator Role
OR
b) the Administer All Projects privilege in their Instance Administrator Role

For more information on Project Administrator Roles, see Manage Project Administrator Roles.
For more information on Instance Administrator Roles, see Manage Instance Administrator Roles.
  1. From Settings, click Projects and select the desired Project in the main window
  2. Back in the Explorer pane under Projects, expand User Management and select Project Groups
  3. On the Project Groups page displayed, search for and click the group members should be unassigned from
  4. On the Project Group's details page, click the Group Members tab
  5. Select the checkboxes for all the users you want to unassign from that Project Group and then click OK
    You can also search for specific users using the search bar and sort the table by clicking a column header to display each column in alphabetical or reverse alphabetical order
  6. Click the Actions button and select Unassign
  7. Click Save on the Project Role's details page
Administrators may only manage groups specifically scoped to the Project selected.
To manage groups across the instance, please see Edit Groups.

Assign Project Roles to a Project Group

Project Groups can be used by project administrators to define various levels of access based on the team or organization's needs and those Groups can then be assigned Project Roles.

For more information about Project Roles, see the About Project Roles article.

To assign Project Roles to Project Groups, users must have either

a) the Manage Groups, Project Roles, and Project Role Assignments privilege in their Project Administrator Role
OR
b) the Administer All Projects privilege in their Instance Administrator Role

For more information on Project Administrator Roles, see Manage Project Administrator Roles.
For more information on Instance Administrator Roles, see Manage Instance Administrator Roles.
  1. From Settings, click Projects and select the desired Project in the main window
  2. Back in the Explorer pane under Projects, expand User Management and select Project Groups
  3. Click the Project Group that should be assigned a Project Role(s)
  4. Click the Project Role Assignments tab
  5. Click the Assign Project Roles button
  6. Select the checkboxes for all the Project Roles you want to assign to that Project Group and then click OK
    You can also search for specific Project Roles using the search bar and sort the table by clicking a column header to display each column in alphabetical or reverse alphabetical order
  7. Click Save on the Project Group's details page
Administrators may only manage groups specifically scoped to the Project selected.
To manage groups across the instance, please see Edit Groups.

Unassign Project Roles from a Project Group

Project administrators can remove project access from users in several different ways. One option is to remove Project Role assignments from the Project Group the users are a member of. This has the effect of removing the associated privileges from all members of the Project Group at the same time.

To unassign Project Roles from Project Groups, users must have either

a) the Manage Groups, Project Roles, and Project Role Assignments privilege in their Project Administrator Role
OR
b) the Administer All Projects privilege in their Instance Administrator Role

For more information on Project Administrator Roles, see Manage Project Administrator Roles.
For more information on Instance Administrator Roles, see Manage Instance Administrator Roles.
  1. From Settings, click Projects and select the desired Project in the main window
  2. Back in the Explorer pane under Projects, expand User Management and select Project Groups
  3. Click the Project Group that should have Project Roles unassigned from it
  4. Click the Project Role Assignments tab
  5. Select the checkboxes for all the roles you want to unassign from that Project Group
    You can also search for specific roles using the search bar and sort the table by clicking a column header to display each column in alphabetical or reverse alphabetical order
  6. Click the Actions button and select Unassign
  7. Click Save on the Project Role's details page
Administrators may only manage groups specifically scoped to the Project selected.
To manage groups across the instance, please see Edit Groups.

Select the Scope of a Project Role Assignment in a Project Group

Project administrators can define the scope of a Project Role's assignment on a Project Group, which serves to specify a specific part of the project (like a folder, or individual parent artifact) that a Project Role can access and perform work in, allowing administrators to direct and control access to a specific part of a project.

To select the scope of Project Role assignments on a Project Group, users must have either

a) the Manage Groups, Project Roles, and Project Role Assignments privilege in their Project Administrator Role
OR
b) the Administer All Projects privilege in their Instance Administrator Role

For more information on Project Administrator Roles, see Manage Project Administrator Roles.
For more information on Instance Administrator Roles, see Manage Instance Administrator Roles.
  1. From Settings, click Projects and select the desired Project in the main window
  2. Back in the Explorer pane under Projects, expand User Management and select Project Groups
  3. Click the desired Project Group
  4. Click the Project Role Assignments tab
  5. Click the edit icon for the Project Role you want to select the scope of Project Role Assignments for
    You can also search for specific Project Roles using the search bar and sort the table by clicking a column header to display each column in alphabetical or reverse alphabetical order
  6. Select the specific part of the project you want to define as the scope for the Project Role and then click OK
Users that don't have view permissions across the entire project will not be able to load the project in the Explorer panel.
  1. Click Save on the Project Group's details page
Administrators may only manage groups specifically scoped to the Project selected.
To manage groups across the instance, please see Edit Groups.

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