The People Management page allows administrators to perform a range of actions to manage users effectively. These include inviting new users, assigning licenses, editing permissions, deactivating or activating users, bulk editing user fields, and managing authentication providers.
Deactivating users
The deactivating feature may be needed when a user leaves the company. In this case, a user cannot log in to the tenant, but all the assignments and user fields will be preserved. For example, the deactivated user will not be deleted from the 'Manager' field of a Project, Portfolio, Program, etc.
To deactivate any record, click on the ellipsis button next to it and choose Deactivate.
If necessary, select multiple users for deactivation and click the "Deactivate" button in the actions menu.
The first user registered in PPM Express is considered a tenant administrator and cannot be deactivated.
When a user is deactivated, their status will be set to Inactive, and their license will be changed to 'Not applied'.
A deactivated user is also removed from the 'Share' functionality and is not displayed in the list of users available for sharing data.
The "Activate" option becomes available for users who have been deactivated. If deactivated users are activated in bulk, the license type will not be automatically applied to these users. It is required to open each user for editing and assign the necessary license.
Bulk Editing
'Roles', 'Department', and 'Tags' fields are available for editing per resource or using the Bulk Edit functionality.
Select the Bulk Edit option from the Actions menu and edit the fields for the selected users as needed.
For more details about the 'Role' and 'Department' resource fields, please refer to this article.
Bulk Edit Permissions
Using the bulk edit permissions functionality, it is possible to set the required permissions for multiple users at once. You can select all users with the Team Members or Users license type and edit their permissions all at once.
If you select both the Team Members and the Users for bulk editing, the permissions will be limited to the Team Members' permissions.
For example, if you need to allow the selected users to view all Portfolios, check the 'View All' checkbox.
If you don't want these users to view all Portfolios, uncheck this checkbox.
If you want the selected users to preserve the permissions they already have for Portfolios (set for each user separately to view specific Portfolios, for example), select the third state of the checkbox.
It is also possible to grant users permission to view Projects (Portfolios, Programs, Roadmaps) via the 'Share' option from the Project directly (or any other entity). You can uncheck the 'View All' or 'Collaborate On' options here and share the required Projects for a number of users from the Project dashboard.
Change Auth Provider
Another option available for bulk editing is to change the authentication provider. The authentication providers selected by the Administrator on the Tenant Settings page will become available for selection.
Only the selected provider will be available for the user when joining the PPM Express tenant from the invitation link. If "Any" is selected, then all allowed providers will become available. However, on the Login page, all allowed providers are always available.
