Users

A ProjectSight user is someone who is invited to participate in a project and is assigned a security role.

In the portfolio settings, you can:

  • Select default security roles that are assigned automatically to users for each project that they have access to.

    • You can override the default by assigning a different role in the project.

  • Assign access to specific projects for users. Users are displayed in the team members list of a project if they have access to it.
  • Restore users that were removed previously.
  • Remove users from the portfolio.
  • Export and import users.
  • View details such as completed account signups and latest logins in the users list.
  1. Open the settings.
  2. In the Portfolio settings section, select Users.

    3. An email address marked with "disabled" indicates that the first user that used this address is no longer active and the email address is now being used by another account. Simply remove this user entry from your list.

  • In the Users list, select the record.
  1. ClosedCreate a report from a report template.
    1. On the navigation toolbar, select Print toolbar button, and then select the Report Template tab.
    2. Select the report template.
    3. If the report contains multiple users, select the report type.
      4. Report options
    4. Edit the file name.
    5. If available, select the report format.

    —Or—

    ClosedCreate an ad hoc report.

    1. ClosedCustomize the report header and footer for this data view.
      1. In the View list, select Settings icon (Settings) by the custom data view.
      2. On the Report Settings tab, drag and drop fields between the Removed Fields and Displayed Fields sections.

        3. For more information on customizing the header and footer, see Headers and footers for ad hoc reports.

      3. Select Save.

        4. The custom header and footer for this data view are available automatically in all the projects that you have access to in the portfolio.

    2. On the navigation toolbar, select Print toolbar button, and then select the Ad-Hoc Template tab.
    3. Select a different custom view.

      4. The filters in the selected view are applied to the users that were originally included and may result in an empty report.

    4. Edit the report name.

    Tab names aren't displayed if the report only contains one user or if there are no report templates.

  2. On the button, select Expand icon, and then select an option:
    3. Distribution options
    • View
    • Download
    • ClosedEmail
      1. Edit the subject line.
      2. In the To field, select Expand icon to choose a contact, or select Search icon to find or create a contact.

        3. To receive a copy of the email, select your name in the To, CC, or BCC field.

      3. In the Body field, enter a message.

        4. To format the message, select the text, and then select a button on the toolbar.

        Rich text editor
        1. Select the font type.
        2. Select the text size.
        3. Apply a character style.
        4. Change the text or background color.
        5. Insert a numbered or bulleted list.
        6. Decrease or increase the indent.
        7. Remove all applied styles.
        • The indent, text size, and font type aren't applied in emails.
        • Emails don't include images that are pasted into the message.
      4. Select Send.

    The available options depend on the type of report.

You can invite users to collaborate in your portfolio and projects. After you add users, they receive an email with a link to sign in to ProjectSight. If they don't have a Trimble Identity account yet, they must create one.

  1. In the portfolio settings, open the users list.
  2. On the navigation toolbar, select Create icon (Create).
  3. In the Create panel, enter the user's details.
    • Email address: The invitation email is sent to this address.
      • If the email address doesn't match a company contact, the user is added to the Contacts tab of the company record.
      • If the email address matches a company contact, the user is associated with it.
      • If the email address matches multiple company contacts, you can select one to associate with the user.
    • First Name and Last Name: If the email address is already linked to a Trimble Identity account or a company contact, the first and last names are added automatically.
    • Company: The company that the user is associated with. ©
    • Default Security Role: The default security role assigned to the user for all projects.
  4. In the Project Permissions section, select the projects in the portfolio that the user can access.

    5. This user becomes a project contact and is available in the Contact Search dialog.

    Users with the Portfolio Administrator role have access to all the projects and records, including draft records created by other users, in the portfolio.

  5. To assign a security role for each project other than the default one, select it from the dropdown list.
    6. Project roles
  6. Select Save or Save + Add Another.

    7. The user receives an email invitation.

  • In the Users list, select the checkbox for each user, and then select Resend icon (Send) on the toolbar.

    • —Or—

    On the row of the user, More icon (More) > Resend Invitation.

You can edit the role and project permissions for a user.

If you remove a user's project access:

  • The user's project access is updated in the user record in the project settings.
  • The user's project access is updated on the Contacts tab of the company record.
  • The user is removed from the team member settings in the project.
  • The user remains linked to any existing records. To stop notifications from records in which the user is a participant, remove the user from those records.
  1. In the Users list, select the user's record.
  2. From the Default Security Role list, select a different role.
    • The user will be assigned the new default role for all the projects that they have access to, excluding the projects that they were given a unique role.
    • If you change the default security role for users with a Portfolio Administrator role, they are automatically given access to all the projects and added as project contacts.
    • There must be at least one Portfolio Administrator per portfolio.
  3. In the Project Permissions section, select or remove the checkboxes for the projects.
  4. To assign a security role for each project other than the default one, select it from the dropdown list.
  5. Select Save icon (Save).
  1. In the Users list, select the records.
    1. To switch to the Select mode, select the checkbox for a record.
    2. To choose more records, select each one.

      3. —Or—

      To choose all the records, select the checkbox on the toolbar.

      Select all checkbox
  2. To change the default security role, select Edit iconand select a role.
    • The user will be assigned the new default role for all the projects that they have access to, excluding the projects that they were given a unique role.
    • If you change the default security role for users with a Portfolio Administrator role, they are automatically given access to all the projects and added as project contacts.
    • There must be at least one Portfolio Administrator per portfolio.
  3. In the Project Permissions section, select Add Access or Remove Access.
  4. Select the checkbox for the projects that you want to add access to or remove access from.

    5. —Or—

    Turn on the Add Access to All Projects or Remove Access from All Projects toggle.

    For each newly added project, the user will be assigned their default security role.

  5. To assign a security role for each project other than the default one, select it from the dropdown list.
  6. Select Update.
  1. In the Users list, select Create icon (Create).
  2. Enter the email address of a previously removed user.
    • If the email address matches a company contact, the user is associated with it.
    • If the email address matches multiple company contacts, you can select one to associate with the user.
  3. Change the company name.
  4. Select the user's role and the projects that the user can access.
  5. Select Save icon (Save).

You can export users to an Excel file where you can change their default security role, add new users, and import back into ProjectSight.

  • Record and field permissions are checked when you export users to an Excel file and when you import the file into ProjectSight.
  • In the Excel file, required fields are light red, and read-only fields are light blue. Rows cannot be deleted from the spreadsheet.
  • The Excel file can only be imported into the portfolio that it was exported from.

When you import the Excel file back into ProjectSight:

  • If new values were entered after this spreadsheet was exported, your edits are flagged.
  • New users are added to the portfolio and as contacts of their company.
  • New users are invited to create a ProjectSight account.
  • If you add a previously removed user, it will be restored.
  1. In the Users module, filter the records that will be exported to Excel.
    • In the Search panel, set the filters.
    • To export specific users, select their checkboxes. If none are selected, all the users are exported.
  2. In the list view, add and rearrange the columns, and then save the custom view.

    3. The Excel file will display the columns for the fields in the list view followed by the remaining fields.

  3. On the navigation toolbar, select Project export toolbar button (Import/Export) > Export to Excel.

    4. The Excel file contains the required fields and the fields that you have permission to view.

  4. Open the Excel file.
  5. In a new line, enter the details for the new user.
  6. Assign a default security role.
    • The user will be assigned the new default role for all the projects that they have access to, excluding the projects that they were given a unique role.
    • If you change the default security role for users with a Portfolio Administrator role, they are automatically given access to all the projects and added as project contacts.
    • There must be at least one Portfolio Administrator per portfolio.
  7. Save the Excel file.
  8. In ProjectSight, open the Users module.
  9. On the navigation toolbar, select Project export toolbar button (Import/Export) > Update from Excel.
  10. Select the Excel file to import.
  1. In the import error message, select Review Errors.

    2. The users with errors are exported to a new Excel file.

  2. Review the Feedback column and fix the associated errors.
  3. Save the Excel file.
  4. In ProjectSight, open the Users module.
  5. On the navigation toolbar, select Project export toolbar button (Import/Export) > Update from Excel.
  6. Select the Excel file to import.

When you remove a user from the portfolio:

  • The user remains linked to any existing records. To stop notifications from records in which the user is a participant, remove the user from those records.
  • The user record is removed from the project settings.
  • The user's name remains on the Contacts tab of the associated company record.
  • A record can be assigned to this user unless the user is removed from the company's contacts list.
  • The portfolio administrator becomes the owner of the user's files and folders in the File Library.
  • The user's public and private drawing annotations are retained, and the public annotations remain visible in the drawings.

You can restore a user by creating a user record with the same email address.

  1. To switch to the Select mode, select the checkbox for a record.
  2. To choose more records, select each one.

    3. —Or—

    To choose all the records, select the checkbox on the toolbar.

    Select all checkbox
  3. Select More icon (More) > Delete Selected Records.

To delete one record, you can also:

  • Select More icon (More) > Remove on the record.
  • Open the record, and then select More icon (More) > Delete on the navigation toolbar.