How to limit project/program/portfolio dashboard information for certain users
In this article, we will review how to create views for projects and then share the projects with users by the required view and in this way limit the information that the user may see on the project dashboard.
Please note: Views functionality is available for the Project dashboard, Program dashboard, and Portfolio dashboard. We will review the project views as an example, but the steps of views configuration and share are the same for the portfolio/program dashboard.
There may be cases when some users (or customers with restricted access) are able to open the project dashboard but need to review only the high-level information or have access to a certain part of the project information only (iterations or key dates, etc.). In this case, project views can be used. You can create multiple views and each view will include only the required part of the Project dashboard. When the views are created you can share the projects with the users accordingly.
When you create a view it is possible not only to show or hide certain dashboard sections but to hide default fields and/or add new custom fields for the sections and/or change the position of the columns in the sections.
Required permissions to create and share views
Creating a project view
To access the View menu open Project dashboard => Configure button => View option.
Please note: The views are created via the layouts configuration menu. To share the required part of the project/program/portfolio dashboard we need to hide certain sections and show only the section we need the users to review. This can be configured using the layouts menu. When the layouts are configured and created they become available in the views menu and can be selected and shared with users as views.
To create the required layout that will be later used as a view we need to decide on the project sections that will be included in this view, show or hide the default and custom fields for the sections, decide on the position of the sections in this view.
To find more information on how to configure Project dashboard sections, please refer to the Project Dashboard article.
As you finish configuring the Project dashboard and its sections, you can save this configuration as a layout.
To save the Project dashboard configuration as a Layout, open Project dashboard, click Configure button => select the Layouts option => Create button.
Type in the name for the layout and click the Save button.
Please note: If you save a Layout as Default, it will be automatically applied to newly created projects.
As the layout is saved, it becomes available in the View menu as well and can be shared with users and a view.
You can update the created layouts, edit or remove them and all these changes will become available in the Views menu as well.
Please note: To edit the layout perform the following: apply the layout you need to edit for the project dashboard, add/remove the sections, fields, change the position of the sections on the project dashboard first. Then open the configure menu => Layouts => select the required layout and click the Save button.
Please note: If any view is applied for the user on the Project dashboard, the Configuration Sections menu will be disabled even if the user is a Project Manager. To configure sections, a default view should be selected (default configuration of the project dashboard).
Sharing a project by view
There are two ways how the projects can be shared by views: from the Project dashboard or from the People Management page.
To share a project to users by a certain view from the Project dashboard perform the following:
1. Open the project dashboard => Configure menu => Share.
2. In the Default view section select the required view for users. Click Confirm.
These users will now see the project dashboard displaying the information available in the selected view only.
To share a project by the view from the People Management page perform the following:
Please note: Only PPM Express Administrators can share the projects by the view from the People Management page.
Please note: If the view is set from the People Management page, the selected view will be applied for all projects that the user can view or edit.
1. Open the People Management page, open the required user profile for editing.
2. In the Default View section select the required view. This option is available for projects, programs and portfolios. Click Save.
Please note: If no view is selected on the People Management page, then users will see project dashboards with a default configuration. If there is no view selected from the People Management page, but the project view for a user was selected from the Project dashboard the user will see the project dashboard according to the selected view. If different views were selected from the People Management page and Project dashboard the view selected from the Project dashboard will be available for the user.
If the view applied from the Project dashboard is deleted from the layouts, then the view set from the People Management page will be applied when the user opens the project. If the view applied from the People Management page will be deleted as well, the default configuration of the project dashboard will be available for the user.
Project Managers can see the view selected on the People Management page from the Share Project menu. For this purpose it is required to navigate to the Default View section of the required user, the selected view will appear as a hint.
The users who have permissions to edit the project (set by PPM Express Administrator via the People Management page or by the Project Manager via the Share option from the project itself) will be able to switch between the available views using the View button on the top of the project dashboard or via the Configure menu. Using the View button you can switch between views while working on the project dashboard page. However, after the refresh of the page or if you reopen the project dashboard, the view set for the user (from the People Management page or Share Project menu) will be applied again.
The Project View functionality may be also useful for Project Managers. It is possible to configure the views that include different project sections and then switching between the views Project Managers can quickly review only the required part of the Project dashboard information.