Users

A ProjectSight user is someone who is invited by the administrator to a portfolio and/or a project. Each ProjectSight user's access is determined by the security role that's assigned in that project.

You can manage users in the portfolio and project settings, but the following actions are only available in the portfolio settings:

  • Selecting 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.

  • Restoring users that were removed previously.
  • Removing users from the portfolio.
  • Exporting and importing users.
  • Viewing details such as completed account signups and latest logins in the users list.

This video includes the following information:

  • Creating companies (0:40)
  • Adding contacts (2:06)
  • Adding users (3:42)
  1. To open the portfolio settings, click menu (Navigation), and then click settings (Settings) by the portfolio name.

    2. —Or—

    To open the project settings, open the project, click menu (Navigation), and then click settings (Settings) by the project name.

  2. On the settings menu, click 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 An email address marked with "disabled" indicates that the first user that used this address is no longer active and the email address is now being used by another account.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, click the record.
  2. ClosedCreate a report from a report template.
    1. On the navigation toolbar, click Print toolbar button, and then click 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, click settings (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. Click 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, click Print toolbar button, and then click 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.

  3. On the button, click expand_more, and then select an option:
    4. Distribution options
    • View
    • Download
    • ClosedEmail
      1. Edit the subject line.
      2. In the To field, click expand_more to select a contact, or click search 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 click 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. Click Send.

    The available options depend on the type of report.

Managing users in portfolios

Managing users in projects

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, click add_circle (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. To search for or create a company, click Search icon (Search) in the Company field.
    • 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. Click Save or Save + Add Another.

    7. The user receives an email invitation.

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

    • —Or—

    On the row of the user, more_horiz (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 tab of the Project form.
  • 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, click 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 changed 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. Click save (Save).
  1. In the Users list, select the records.
    1. To switch to the Select mode, select the checkbox for a record.
    2. To select more records, click each one.

      3. —Or—

      To select all the records, click done_all (Select All) on the navigation toolbar.

  2. To change the default security role, click edit and 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 changed 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, click 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. Click Update.
  1. In the Users list, click add_circle (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. Click save (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 view, 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, click 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 changed 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 view.
  9. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  10. Select the Excel file to import.
  1. In the import error message, click 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 view.
  5. On the navigation toolbar, click 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 select more records, click each one.

    3. —Or—

    To select all the records, click done_all (Select All) on the navigation toolbar.

  3. Click more_horiz (More) > Delete Selected Records.

To delete one record, you can also:

  • Click more_horiz (More) > Remove on the record.
  • Open the record, and then click more_horiz (More) > Delete on the navigation toolbar.

You can invite users to collaborate in your project. 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 project settings, open the users list.
  2. On the navigation toolbar, click add_circle (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. To search for or create a company, click Search icon (Search) in the Company field.
    • Default Security Role: New users are given the Standard User default security role. This default security role can only be changed from the Portfolio Settings.
  4. In the Project Security Role field, select the user's role for the current project.
  5. Click Save or Save + Add Another.

    6. The user receives an email invitation.

  1. In the Search panel, set the filter.

    2. To view all ProjectSight users, remove the filters.

  2. Select the user from the filtered list.
  3. In the Project Security Role field, select the user's role for the current project.
  4. Click save (Save).

    5. The user receives an email invitation.

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

    • —Or—

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

You can change the user's security role in the current project.

You cannot change your own role or the role of the Portfolio Administrator in the current project.

If you remove a user's project access:

  • The user's project access is updated in the user record in the portfolio settings.
  • The user's project access is updated on the Contacts tab of the company record.
  • The user is removed from the Team tab of the Project form.
  • 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. Click the user's record.
  2. In the Project Security Role field, select the user's role for the current project.
  3. Click save (Save).
  1. Select the records.
    1. To switch to the Select mode, select the checkbox for a record.
    2. To select more records, click each one.

      3. —Or—

      To select all the records, click done_all (Select All) on the navigation toolbar.

  2. In the Project Security Role field, click edit and select a role.

    3. If you select (User's Default Security Role), the default security role from the portfolio setting is applied to each user.

  3. Click Update.

When you remove a user from 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.
  • The user remains as a contact of the associated company and records can still be assigned to the user. To remove the contact from the assignee list, ensure that project access is also removed at the company contact level.
  • 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.
  • Removed users are still in your portfolio. Users can only be deleted from the portfolio settings.
  1. To switch to the Select mode, select the checkbox for a record.
  2. To select more records, click each one.

    3. —Or—

    To select all the records, click done_all (Select All) on the navigation toolbar.

  3. In the Project Security Role field, select No Access.