Managing Users & Persons

The Users & Persons settings dialog lists all persons known to iPROT in alphabetical order. Selecting a list entry allows you to view and edit that person’s details. To delete a person, click the corresponding button at the bottom right of the dialog.

When the Current project only checkbox below the person list is enabled, only persons assigned to the current project are displayed. A user is assigned to a project via mailing lists, project-specific email addresses (see below), or project-specific roles (see below).

If the Only users with permissions checkbox below the list of participants is activated, only people with access permissions will be displayed.

Use the Name, company text field to filter the list of participants: As soon as you enter a text here, only those people whose first name, surname or company name begins with the search text are displayed.

When creating new persons, at least three fields are required: first name, last name, and email address. iPROT generally allows multiple persons to share a single email address (e.g. a project email address). However, the iPROT developers strongly recommend avoiding shared email addresses for security reasons. Persons who are permitted to log in to iPROT (i.e. those with access permissions) must have a unique email address.

NOTE
Please note that iPROT identifies users by their email address. The email address should therefore always be unique. If you create multiple users with the same email address, you will no longer be able to assign permissions to those users!

Project-Specific Email Addresses

In addition to the unique email address required for login, optional project-specific email addresses can be stored. To do so, click the + Project specific email addresses button.

NOTE
If a project-specific email address is stored for a user, this email address is always used to send the meeting minutes!

Project-Specific Functions & Roles

The role describes the function a person fulfills in a project (e.g. client). A typical selection of roles is predefined in new iPROT installations. Additional roles can be configured in the Functions & Roles settings dialog. You can also assign additional or different project-specific roles to a person by clicking the + Project specific roles button.

NOTE
You must explicitly save changes before selecting a different person – otherwise your changes will be lost! Please also note that if you change the email address of an existing person, the new address will also apply to that person’s login!

Access Permissions

The iPROT user management distinguishes four permission levels:

• Users without permissions: This is the standard case in iPROT. These persons can receive emails with minutes but have no password and therefore cannot log in to the iPROT interface. Users without permissions are project participants who can download and read minutes in PDF format but cannot create or edit minutes.
• Users with read permissions: These persons have a password and may log in to the iPROT interface and query the iPROT database. Read permissions can be restricted to specific projects or even specific meeting types within a project. Within these permissions, users with read access can search for and read meeting entries in the iPROT interface, but cannot make any changes.
• Users with write permissions: As above, but these persons may create new minutes, author, change and delete topics and entries, create new persons, meeting types and chapters, send meeting minutes, etc. Again, these rights can be restricted to individual projects or meeting types.
• Administrators: Administrators are allowed to make changes to all projects and meeting types, define new projects and functions and give users access permissions.

Depending on the iPROT version, the number of users with write and administrator rights is limited. The number of users without access permissions or with read-only permissions is not restricted in any iPROT version.

Permissions – Configuring Access Permissions

Access permissions can be set in the Users & Persons settings dialog on the Permissions tab. This tab is only available to administrators (i.e. only administrators can give users access permissions).

IMPORTANT
For security reasons, only people who have a unique email address can be granted access permissions.

For a user to log in to the iPROT interface, they need a password. This is randomly generated using the Send password button and sent to the user by email. The user can then log in for the first time with this password and set their own password using the Change Password menu item.

The Permissions tab lists the specific permissions a person has for projects and meeting types. iPROT distinguishes between read-only permissions and read/write permissions (see also Access Permissions). These permissions can be added either for an entire project (i.e. all meeting types within a project) or for a specific meeting type. This allows you to configure a person’s permissions so that they can, for example:

• read and write in all meeting types of Project X,
• read and write in meeting type A of Project Y, and
• read only in meeting type B of Project Z.

For users with administrator rights ( Administrator checkbox), there is no need to set the access permissions in detail because these users have unlimited rights within the iPROT user interface anyway.

The person list in the Users & Persons dialog can still be filtered by persons in the current project and/or persons with access permissions. You can also see at a glance how many access permissions have already been assigned in the iPROT account. A detailed list of all persons with access permissions can be downloaded as a CSV file using the ↓ download icon next to the Users with permissions only filter.