In this article:
Due to the default visibily, people in the same administrative unit (AU) can see all the projects associated with that AU and those of the AUs below it. For more details on downward visibility, please see the related article.
However, in order to execute actions in this project, users must be added as contacts on the project. Users or contacts of suppliers external to the project's AU can also be invited to the project as contacts.
Users identified as contacts on a project will be able to perform the actions that their user role allows.
It is important to clearly identify the contacts on a project, as several Aidi functions refer to these contacts to designate:
- Approvers in approval chains
- Activity managers in scheduler tasks and the people assigned to each of these tasks (effort management)
- Users who will be able to see or be mentioned in logbook or scheduler notes
- People who can receive scheduled periodic reports
- Users eligible for time entry
Add a contact
To add a contact to a project, you need to access an existing project.
- Access the details page from the project dashboard.
- Go to the Contacts section.
Contacts may already be registered in your project if, when creating the project, you imported information from another project. By selecting to import approval chains, contacts from the selected project are automatically imported.
- To add a contact, click on Add.
- Search: search all columns.
- Search for a specific company.
- Search in a specific administrative unit: you can invite a user from outside the project's administrative unit.
- Select the contact from the list of users.
- Click on SAVE.
- If the person does not exist in the list, you can create the contact, if you have the rights, by clicking on Create contact.
This will create the contact within the supplier. For further details, see the article on this subject.
Manage the contacts
In the project details page, an icon precedes the name of each contact.
- Project Manager: One of the contacts must be identified as Project Manager in order to be able to use all Aidi project management functions. Not to be confused with the role on this project, which may be different, nor with the user role, which defines what the user can do in Aidi. The project manager is identified by the blue icon. This type of contact allows the user to make modifications and approvals according to their usual Aidi user role.
- To define the Project Manager in the project contacts, select Set as Project Manager from the 3-dot menu on the right.
- User: Default contact type when adding a contact to the project who is also an Aidi user. This type of contact allows the user to make modifications and approvals according to their usual Aidi user role.
- User Read only: This contact will be able to view the project, but will have no right to make modifications.
- You can restrict a contact's rights by selecting Restrict rights to read-only in the 3-dot menu on the right. You can restore write rights according to the contact's user role by clicking on Remove read-only in the same menu.
- Contact without access: A person from outside the project who does not have a user account in Aidi, so has not been assigned a role in Aidi.
- Limited access to supplier data: A user who has limited access in relation to his organization. A setting at user level indicates that his rights are restricted to his company's data only. For example, you may wish to invite a contractor to your project and restrict his access to company data only. He will therefore only be able to see his own purchase orders, payment requests, invoices, etc.
- The clock indicates that this contact is a timesheet approver; by default, the contact identified as project manager is also a timesheet approver. You can have as many approvers as you like.
- You can designate other timesheet approvers in the 3-dot menu on the right.
- The contact's role in the project represents the contact's function on this specific project. This is indicative information which is not used in other Aidi functions. IMPORTANT: not to be confused with the user's role.