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Manage User Groups

Availability All Editions

Flexibly manage user permissions and get a transparent overview of rights by organizing users into groups.

How to Find

To access this view, you need to have the Manage Users and User Groups right.

In the left Sidebar, click Manage and select User Groups:

Manage_User_Groups1.3.png

You'll see a list of your user groups here, and the user names of active users per group (i.e., those that have not been deactivated under Manage > Users) and the number of active users.

At the top of the view, you can add new groups or search for group names.

To configure an existing group, move the cursor over a group and click the pencil icon on the right.

To duplicate or delete a group, move the cursor over a group, click the three dots on the right and select an option.

Each user group is divided into the following sections:

Manage_User-Groups_Portfolio-Managers.png

Before you configure these groups, we recommend that you clarify which users should add and update data in Meisterplan, and if they should use the Plan of Record or a scenario.

If you're using our Lean PPM™ framework and want to configure these rights to fit the Lean PPM™ responsibilities, the Set User Rights by Lean PPM™ Role article shows you how to do this.

User Groups and Views

In addition to customizing user rights, you can also customize access to views based on user groups.

For example, configure access to certain views in the left sidebar for different user groups so that each user group only sees what is relevant to them. Learn more in the article Manage Customizable Navigation.

You can also share custom views with specific people using user groups. Learn more in the article Custom Views.

General

The General section contains the following rights:

Section_General_1.0.png

Group Name

Here you can define the Group Name.

Users

Here you can assign or remove users to the group. 

Users can be assigned to multiple groups. Permissions configured through groups are additive. This means that a user will have all permissions that are granted for at least one of the groups they are assigned to, even if that right is not granted for other groups they are assigned to.

Example: A user is assigned to Group A and Group B. Group A has been granted a certain right while Group B has not. In this case, the user will have this right.

Access Change Log

Grant users to access the Change Log.

Access Financial DataPro Premium

Allow users to access financial data (e.g. costs, benefits, budgets and KPIs). Users without Financial Data User Rights will not have access to the following views and functionalities:

  • Portfolio Designer:
    • Financial section
    • Settings for the Financial section
    • Financial fields in resource and role hints
  • Project and Program Overview: Financial key indicators. The field Approved Budget can be displayed even without the Access Financial Data right if it is configured in the Project Field Rights.
  • Change Log: All changes to financial data
  • Portfolio Manager: Budget information and settings
  • Quick Import for Financial Events: The import will not be available
  • Quick Import for Actual Financial Events: This import will not be available.
  • Export to Excel: No export of financial data
  • Project Details View:
    • Financials section with financial events
    • Financial Tracker section: if the field Approved Budget is configured, the Financial Tracker will be displayed with only the approved budget.
    • Resource and Roles - Costs section
    • Cost Type Tracker section
    • Cost Type field
  • Resource Pool:
    • Cost per Hour in resources and roles
    • Cost Type field in roles
  • Project List: Financial fields as columns
  • Board: Financial fields as project details on cards
  • Goals: Total Cost and Benefit pie charts
  • Reports:
    • Pivot & Charts: Financial reports
    • Financial fields and currency as allocation unit in reports of the Pivot & Charts: Project, Allocation and Capacities type
  • Access to financial data via Reporting API or Rest API

This right will not apply to:

  • Custom fields of the Currency type. Access can be restricted using Project Field Rights
  • Currency Settings, Start of Fiscal Year and Finance Categories. Access can be restricted with the Manage Project Fields, Project Settings, Project Overview and Advanced right
  • Financial section and Cost Type can still be configured in the Project Settings. Access can be restricted with the Manage Project Fields, Project Settings, Project Overview and Advanced right

Administrative Rights

The Administrative Rights section contains the following rights:

User-Groups_Manage-Right.png

Manage Custom Views and Reports

Determines administrative rights regarding Custom Views and reports:

Private:

  • Users can add views and reports but cannot share them.
  • Users can open views shared with them but cannot edit them.

Shared:

  • Users can add views and reports and share them with other users.
  • Users can edit views and reports that are shared with them and share views with other users.

All:

  • Users can add views and reports and share them with other users.
  • Users can edit, delete and share all shared views and reports, even views and reports that are not shared with them.
Function Private Shared All
Add and delete own views and reports X X X
Share their own views and reports   X X
Open views and reports shared with the user X X X
Delete and edit views and reportsshared with the user   X X
Share views and reportsthat are shared with the user   X X
Open, edit, delete and share all shared views and reports     X

 

Financial Data in Reports
Users without the Access Financial Data right can still view reports that include financial fields and currencies, but these fields will not be displayed. Saving the configuration will remove those fields or currencies from this report for all users.
For reports that contain financial data, we recommend only granting report access rights to users that have the Access Financial Data right.

Find more information on report access in the Integrated Reports article.

Manage Portfolios

Determines administrative rights regarding Portfolios:

No Portfolios:

  • Users cannot configure or delete portfolios.
  • Users cannot add portfolios.

Note: Regardless of this setting, users can view and use all portfolios for which they have been granted Portfolio Access Rights.

According to Configured Portfolio Access Rights:

  • Users can view, use, configure and delete all portfolios for which they have been granted Portfolio Access Rights.
  • Users can add portfolios.

All Portfolios:

  • Users can configure, view, open and delete all portfolios.
  • Users can add Portfolios.

Note: This setting does not determine whether users can edit the projects that are part of a portfolio. For this, they need Edit Rights for the scenario or the Edit Plan of Record right, and they need the Edit Projects and Programs right.

Manage ScenariosPro Premium

Determines administrative rights regarding scenarios:

No Scenarios:

  • Users cannot configure, delete, copy, freeze or archive scenarios.
  • Users cannot add scenarios.

According to Configured Scenario Edit Rights:

  • Users can configure, delete and archive scenarios for which they have been granted edit rights.
  • Users can copy and freeze all scenarios.
  • Users can add scenarios.

All Scenarios:

  • Users can configure, delete, copy, freeze and archive all scenarios.
  • Users can add scenarios.

Note:

  • Regardless of this setting, all users can see, open and compare all scenarios.
  • This setting alone does not determine whether users can edit the projects in a scenario. For this, they also need the Edit Projects and Programs right.
  • Users can edit projects in the Plan of Record and replace data in the Plan of Record with that from a scenario when they have the Edit Plan of Record right.

Edit Resource Pool, Absences, OBS, Calendars and Skills

Allows users to access the Resource Pool, enter absences in both the Resource Pool and the Portfolio Designer and manage OBS, Calendars and Skills. Learn more about the related functionality:

Access Financial Data and Cost per Hour
All users with the Access Financial Data right can draw conclusions about the Cost per Hour of a resource, even if they don't have access to the Resource Pool.

Manage Project Fields, Project Types (Project Details and Overview), Navigation and Advanced

Allows users to manage Project Fields, Project Types, Project Details, Project Overview, Navigation and Advanced. You can access these settings in the left-hand sidebar under Manage.

Manage Users and User Groups

Allows users to manage users and user groups.

Note: With this right, a user can change the configuration of all user groups in your system, including granting himself rights he did not have previously and revoking rights for other users.

Manage Subscription

Allow users to manage the Meisterplan subscription, for example to change or cancel it.

Manage Self-Service SandboxPremium

Allows users to create a sandbox. You can find this option in the left Sidebar under Manage.

See the Self-Service Sandbox article for more information on the Sandbox.

Integration Rights

The Integration Rights section contains the following rights:

Manage_User-Groups_Integration-Rights.png

Access Meisterplan APIs and Connect External Applications

Users can use the REST API and Reporting API, connect external applications such as Zapier, Power BI or Tableau to Meisterplan. Find more information in our Help Center under Imports & Integrations.

Link Projects and View Task Details via the Task ConnectorPro Premium

Users can link Meisterplan projects with external tools and view and compare their task details in the Information Panel.

Manage Task ConnectorPro Premium

Users can add new tool connections and edit and delete existing connections using the Task API.

To import new projects from connected tools, users need to have the Import Data right.

Import Data

Users can import data into Meisterplan using the Quick Import and the Jira Import. 

Export Data

Users can export data using the Export to Excel and export the Project List and Integrated Pivot Reports to an Excel file.

Project and Program Rights

The Project and Program Rights section contains the following rights:

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Resource Managers Can Always Edit Allocations of Their Own Roles and Resources

Users with this right can always edit the allocations of the roles and resources for which they are listed as the resource manager, independent of other project rights or portfolios. They still need edit rights for scenarios and the Plan of Record.

Team Members Can View and Edit Their Own Actual Time WorkedProPremium

With this right, users can view an overview of their planned allocations and actual time worked per week in the view My Schedule, and can enter or adjust their actual time worked there. They can also see changes made to their own actuals in the Change Log.

To import actual time worked, the user still needs to have the Import Data right.

Edit Projects and Programs

Here you can configure whether users assigned to this group have the right to edit projects and programs, and which projects.

No Projects:

Users with this option cannot edit any projects. This is the case even if they have edit rights for a scenario.

Projects with Logged-In User as Project Manager or Custom Resource Field:

Users with this option can only edit those projects where they are set as Project Manager, or assigned to project field of the resource type, and if they also have Edit Rights for the active scenario or the Edit Plan of Record right.

Note:

  • The respective user must be set as Project Manager or the custom project field of the resource type in the respective project field. It does not matter if the user is also allocated to the project in a Project Manager, or custom resource type, role or not.
  • The respective user must be linked to a resource. In this article you can learn how to do this.

All Projects and Programs:

Users with this option can edit all projects and programs if they also have Edit Rights for the active scenario or the Edit Plan of Record right.

Edit Plan of Record

Edit Plan of Record determines whether users have the right to edit projects and programs in the Plan of Record.

Replace Plan of Record with ScenarioPro Premium

If you give users the right to edit the Plan of Record, you can also determine whether they can replace the entire Plan of Record with a scenario.

Change Project Rank

Allows users to manually change the rank of projects in the Portfolio Designer, change the position of the Cut-Off and Must-Have line and perform the Move to Rank action in the Project Details view.

Rank & Sort All Projects by Project ScorePro Premium

Allows users to sort all projects by their project score in the Portfolio Designer. Precondition is the Change Project Rank right.

Detailed Project and Program Rights

The Detailed Project and Program Rights section contains the following rights:

You can only configure these if you have granted rights to this group in the Project and Program Rights section (see Project and Program Rights).

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Access ActualsPro Premium

Here you can configure whether users assigned to this group have the right to access Actual Time Worked, Actual Financial Events, and to view the resulting Actual Costs of a project.

No Access:

Users with this option cannot view a project's Actuals.

Read Only:

Users with this option can view but not import a project's Actuals.

Edit:

Users with this option can view and edit a project's actual time worked and actual financial events in the Project Details. To import Actual Time Worked and Actual Financial Events, they also need the Import Data right under Integration Rights.

Precondition for Edit: under Project and Program Rights at least Projects with Logged-In User as Project Manager.

Add Projects and Programs

Allows users to add and duplicate projects and programs, including allocations, milestones and financial events.

To edit a new project’s start and finish date, users also need the Change Project Schedule right.

Delete Projects and Programs

Allows users to delete projects and programs.

Programs can be deleted by all users that have either the Projects with Logged-In User as Project Manager right or the All Projects and Programs right under Edit Projects and Programs.

Change Project Schedule

Allows users to change the project schedule in the Gantt diagram in the Portfolio Designer. This includes moving, shortening, stretching or shrinking a project.

Auto-Schedule Multiple ProjectPro Premium

Allows users to auto-schedule multiple projects. Precondition is the Change Project Schedule right. Find more information in our article Auto Schedule.

Add, Change and Delete Planned Financial EventsPro Premium

Allows users to add, change and delete planned financial events. Precondition is the Access Financial Data right

Add, Change and Delete Milestones and Milestone Dependencies

Allows users to add, change and delete milestones and their dependencies.

Edit Allocations

With this right you can specify if users can edit, change and delete allocations.

No Allocations

Users cannot edit any allocations, regardless of if they can edit project information.

Role Allocations

Users can edit only role allocations of the projects to which they have access according to Project and Program rights.

Role and Resource Allocations

Users can edit all allocations of the projects to which they have access according to Project and Program rights.

Project Field Rights

Here you can configure which rights users assigned to this group have regarding project fields listed under Manage > Project Fields and the following system fields:

  • Approved Budget
  • Approved CapEx Budget
  • Approved OpEx Budget
  • Approved Total Effort
  • Business Goal
  • Cost Type
  • Name
  • Notes
  • Project Key
  • Project Manager
  • OBS Fields

User-Groups_Project-Field-Rights.png

Grant users access to specific project fields by dragging and dropping them below Read Only or Edit.

  • Project fields under Read Only will be displayed to users but cannot be edited.
  • Project fields under Edit can be edited by users (e.g., changing project managers or assigning business goals to projects).

The fields Business Goal, Name, Notes and Project Manager must be visible to all users so they must have at least read only rights.

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