External Users in Gen 3

  • 3
  • Problem
  • Updated 3 years ago
  • Acknowledged
Hi team,

We would like to add Contractors as External Users in our Replicon System. An external User should see only project to which they are assigned. They shouldn't be seeing all other projects.

We did some testing around this and found that they are getting access to all projects by default. Here are my steps:

1. Created a new Department specifically for Contractors.
2. Added a new Contractor and assigned him to this new Department.
3. Added a new Project and only assigned it to new Contractor.
4. Now, logged in as this contractor to fill in the timesheet.
5. On the timesheet, we could see all the projects.

I believe the problem here is majority of our projects have all users visibility. And, I think this is causing the issue.

Can you guys help us with a resolution? We definitely don't want to remove "All Users" from our existing Projects as this will bring chaos to all our departments. Is there any alternative solution?
Please advise at the earliest.

Thanks,
Sateesh
Photo of Sateesh Narayan

Sateesh Narayan

  • 6 Posts
  • 0 Reply Likes

Posted 3 years ago

  • 3
Photo of Aashnee Kamboj

Aashnee Kamboj, Community Moderator

  • 1599 Posts
  • 109 Reply Likes
Hi Sateesh,

Thank you for using Replicon Community!

You have correctly pointed out the reason for the contractors being able to view all the projects. The only way out to resolve this is by removing the All users from All projects. Having said this there is a possible solution that I would like to point out here:

We recommend that you use our RIA tool to remove all Users from the projects. Then use the same RIA tool to add all the departments to projects that contains contractors and all departments except contractor's departments for the others.

Lastly, to add we request you to please try the method on one project and check if the result satisfies your requirements.

Thanks,
Aashnee
Photo of Sateesh Narayan

Sateesh Narayan

  • 6 Posts
  • 0 Reply Likes
Hi Aashnee,

Thanks for your response. We have 552 active projects. Out of 552 projects, I'm not sure how many requires All User Access and which one doesn't require All User Access. And this will be a major activity at our end to reach out to all office and get that confirmation. It will take sometime for us to get that data and then use RIA tool to get this stuff moving. Anyways, we will it a try and see how it goes. Again, appreciate your support.

Thanks,
Sateesh
Photo of Aashnee Kamboj

Aashnee Kamboj, Community Moderator

  • 1599 Posts
  • 109 Reply Likes
Hi Sateesh,

I understand the trouble. I will keep this thread updated in case I see any other workarounds to this.

Thanks,
Aashnee
Photo of Sateesh Narayan

Sateesh Narayan

  • 6 Posts
  • 0 Reply Likes
Hi Aashnee,

I was reviewing your comment on following discussion -
https://community.replicon.com/replic...

Don't you think your response is contradicting here? I have exactly done the same as you specified on your comment -
"We can recommend you to move these employees to a different department. This will remove their access from all the projects and then use our Import Tool RIA to add them to only specific Projects."

Let me know if my understanding is incorrect.

Thanks,
Sateesh
Photo of Aashnee Kamboj

Aashnee Kamboj, Community Moderator

  • 1599 Posts
  • 109 Reply Likes
Hi Sateesh,

This scenario works when you don't have All Users assigned in the projects. In your case you have All Users assigned to all projects.

Thanks,
Aashnee