VDR Guests must be granted Process, Project, and Task Permissions. Follow Steps 1 - 5 below.
Skip to Step 4 for the Task Permissions tables.
STEP 1: Add VDR Guest.
- See the article here to Add a New VDR Guest.
STEP 2: Process Access.
- View Process Groups and their Members under Settings > Process Settings > Permissions.
- If the VDR User is NOT in any Group found here, go to the VDR User's profile and add the User to a general Process Users Group with MEMBER rights. This gives them access to a specific Process.
- IMPORTANT: If they have Process ADMIN rights, they will be able to see every Project in that Processes' Pipeline. Be sure that they only have MEMBER rights.
- Because VDR Guests are typically temporary Users, it's best to add them to general member Process Group and then later to a Project Specific Group.
- You can NOT add Project-Specific Groups in Process Settings.
STEP 3: Project Access.
- Pipeline or Grid View > Open Project > Permissions.
- Create a "Project Specific Group" > Add VDR Guests.
- To make Permissions easier to manage, it is recommended that you create a separate "Project Specific Group" for VDR Guests.
- Note: VDR Guests can be in the same Groups as other Users, but, because VDR Guests have a different user interface, their Task access differs.
- For example, a VDR Guest with Task "EDIT" rights can only change the Task Status to "In Progress" or "Ready for Review", but a Project Member with Task "EDIT" rights can change the Status to any available Status (Postponed, N/A etc.)
- Project Access (Read, Edit, Confidential, Admin):
- Read: Read Permissions on the Project level only apply to the Overview/Cover Page, which the VDR Guests cannot access, so there is no need to use this permission level.
- Edit: Recommended Permission level - allows you to control visibility on the Task level.
- Confidential: Applies to Overview/Cover Page Fields only, which VDR Guests cannot access.
- Admin: User automatically has Task "ADMIN" Permissions to ALL Tasks.
STEP 4: Task Permissions.
- To navigate to the Task tree, click "Tasks" in the upper right corner of the Project view, OR click on the Tasks icon on the Project card.
- Select the Task Section that the VDR Guest should have access to > Permissions.
- Give VDR Guests: No Access, Read, Edit, or Admin Task Permissions. Details below.
Root level Permissions allow you to set Permissions for the first level of Tasks and EVERY Task underneath. For this reason, VDR Guests typically have their Permissions set in the Task view.
*To "In Progress" or "Ready for Review" only.
**Comment visibility permission always defaults to "Hidden". This setting can not be changed.
***Users can reply/comment on any Task they have access to (Read, Edit, or Admin).
****VDR Guests can delete Q&A Comments they are the author of.
*****VDR Guests can only adjust Visibility Permissions for comments they are the author of.
STEP 5: Remove User Access.
- When a VDR Guest no longer needs access to the platform, disable their Workspace Access:
- Settings > Workspace and User Settings.
- Open User's Profile > Permissions > Toggle off "Workspace Access".
- NOTE: We always recommend disabling the User's Workspace, rather than fully deleting them, to preserve their history of work in the platform.
- Once a User's Workspace Access has been disabled, they will no longer be able to login, and they will not count towards your number of available VDR Guest seats.