Basic User is an Account Access role within a Business Account that can be given to a user who only requires limited access to specific projects linked to the organisation.
A Basic User by default has no access to any Projects in the Client Portal, the Project Team role called External Project Team Member is what links the Basic User to the Project to give them access. In the Client Portal there are 3 ways to give a Basic User access to a Project via the External Project Team Member Role:
- Assigned directly by an Account Administrator via the My Projects portal.
- A Basic User creates and submits an Application.
- Assigned by a user within a workflow task.
When a Basic User is invited to join a Business Account without being assigned to any Projects, they will not have access to view or action any of the Upcoming Activities and My Projects records for Projects associated with the Business Account:
When a Basic User is assigned to a Project as an External Project Team Member they will be able to see that Project Record and any associated Upcoming Activities. A Basic User is highlighted in an alternative colour to the other contacts listed:
Assign Basic User to a Project via My Projects
Note: This can only be done by an Account Administrator.
1. Navigate to the My Projects section of the Client Portal home page, select the Pencil Icon on the Project record you would like to assign a Basic User as an External Project Team Member.
2. All available contacts will be displayed, Basic Users will have no icon next to their name. Select the Basic User you would like to add to the Project, then Save.
Note: Access can be revoked by deselecting the Basic User while on this screen.
3. The Basic User has now been given access to the Project, the next time they log into the Client Portal they will see the Project and any relevant Upcoming Activities.
Basic User Application Submission
1. A Basic User will have access to all Event Publications that are available to their Account. To create an Application, select Apply on the Published Event.
2. While completing the Application form, the Basic User creating the record will be automatically assigned as an External Project Team Member. The Basic User can also add other users by selecting the Edit Icon.
3. All available contacts will be displayed, Basic Users will have no icon next to their name. Select the Basic User you would like to add to the Project, then Save.
4. Once the Application is submitted, the Project record is created and all assigned External Project Team Members are listed on the My Projects record and will have access to any Upcoming Activities that are created.
Assigning a Basic User to a Project via a Workflow
Note: This can be done by a User with access to the Upcoming Activity tasks, which includes other Basic Users.
1. Navigate to the Upcoming Activity for the Project you would like to add a new External Project Team Member and launch the Workflow Task.
2. Within the Workflow Task, navigate to the Team Members section on the top right of the form, select the Edit icon.
3. All available contacts will be displayed, Basic Users will have no icon next to their name. Select the Basic User you would like to add to the Project, then Save.
4. All External Project Team Members will be listed and the newly added user will gain access to the Project in the Client Portal when the Workflow has completed all steps and been accepted.
