Security and Permissions



This article will discuss:

  1. Members
  2. Groups and Roles 
  3. Tags


Members and Administrators


As a user in PowerHub you will always fall into one of two categories: Member or Administrator. This section defines these categories and explains the differences between them.


Members only gain access to PowerHub after being invited by an organization’s Administrator. Before logging in for the first time, you'll be required to set up credentials using the email address your invite was sent to. You can interact with all platform features you've been granted access to via individual or group permissions, as set by an administrator.


Administrators hold the highest level of user security in PowerHub. They're the only users who can invite new members, and add and remove projects and portfolios. Administrators have access to every project, portfolio, add-on, and their organization's Workspace by default, whereas regular members must be granted access.



Adding New Organization Members


Invitations to PowerHub can only be extended by existing organization administrators. Begin by heading to the Image_2019-02-26_at_11.09.41_AM.png Manage Organizations section of the MyBar.






Click on the title of your organization's card to access the Organization Details menu (the arrow in the bottom-right corner will also get you there).






Head to the Image_2019-02-26_at_11.37.39_AM.png Security section of the Organization Details Sections Bar. The Members subsection will automatically open, giving you access to the Image_2019-02-26_at_11.42.43_AM.png Invite button in the top-right corner.






The only required field (*) within the Invite Member menu is an email address for the individual you wish to invite.


Give individuals unrestricted access to your organization by selecting the Is Admin check box. If you want to define more limited permissions instead, you can make specific Projects & Portfolios available. You can also assign them to Groups with predefined permissions, and Roles if you want the individual to see Tasks associated with those roles in the Tasks section of their MyBar (more on these settings below). Finally, you can choose to leave all these options blank and subsequently choose a custom set of permissions for individual users (see below).


Use the Image_2019-02-26_at_12.36.48_PM.png ADD NEW MEMBER button to send multiple invites at once. Once your happy with these permission settings, use the Image_2019-02-26_at_2.36.31_PM.png button to send and invitation email.






New Member Logins

Once a new member has received a PowerHub invite email, they will be required enter their name and email address, and create password for future logins. Passwords must have 8 to 16 characters including at least 1 upper case, 1 lower case, and 1 numerical special character.






Individual Permissions Actions


If you want to define user permissions in more detail, you can do so from the same Members section we work from above. If you chose not to make an individual an administrator before inviting them, you will see the following action buttons beside their contact card:






The Image_2019-02-26_at_3.05.48_PM.png PortfoliosImage_2019-02-26_at_3.04.46_PM.png ProjectsImage_2019-02-26_at_3.09.07_PM.png Groups and Image_2019-02-26_at_3.11.13_PM.png Roles buttons provide the same permissions options as those presented within the Image_2019-02-26_at_11.42.43_AM.png Invite menu.


New is the Image_2019-02-26_at_11.08.21_AM.pngPermissions button, allowing you to grant members' access to specific Security Tags and Private Items, Project Sections, Add-Ons (Forms), and Child Forms.


For the General Section, use the check box to grant access to items marked as private. To give the member access to specific Security Tags (more on those below), simply start typing the name of the tag(s) in the Tags field.






For Projects and Add-Ons, each line item lets you assign one of five security levels:






No Access locks the member out of a section/add-on entirely; these features cannot be seen or interacted with.


Viewer allows members to see the selected section/add-on with read-only access to its contents; contents cannot be edited or deleted.


Contributor lets members view existing entries they have access to, create new entries, edit ones they've already created and are assigned to; contents cannot be deleted.


Manager grants all abilities of a Contributor and adds the ability to delete content they have created.


Owner permits all actions in a section/add-on where access has been granted via Security Tags (more on those below), which include creating, editing and deleting any entry.


Child Form permissions are limited to Access and No Access because all additional security settings are defined by permissions assigned to their parent form.



Groups and Roles




Assigning organization members to a Group is useful for streamlining the process of assigning numerous individuals to the same set of permissions.




Access the Groups menu via the Security section of the Manage Organizations Sections Bar just as we did to add a new member above. 
















Use the Image_2019-02-28_at_12.30.30_PM.png Add New button in the top-right corner to create a new Group. At this stage the only required field (*) is the group name, however you can also add a description at this point.






Use the Save & Close button to create the group. From your Groups list, you have several action buttons to work with.






The Image_2019-02-26_at_3.09.07_PM.png Members button allows you to assign members of your organization to the group. Use the Image_2019-01-15_at_12.05.43_PM.png Edit button to change the group's name and description, and the Image_2019-01-15_at_12.15.15_PM.png Delete button to remove the group entirely.


Finally, use the Image_2019-02-26_at_11.08.21_AM.pngPermissions button to assign specific permissions to be applied to any member belonging to the group. The process of assigning these permissions is exactly the same as outlined for individual members above.





When creating a Task in PowerHub, the Responsible Role field is used to assign one of these Roles to the Task. Here, we are creating the Role itself, and assigning Organization Members to that Role.




You can access your Organization's Roles via the Roles Section of the Manage Organization menu, just as outlined above.

















Just as before, use the Image_2019-02-28_at_12.30.30_PM.png Add New button to create a new Role for your Organization. The process of creating a new Role is exactly the same as creating a Group above; you're required to name the Role, while providing a description is optional. 


Once again, you have a few different Action Buttons associated with your Roles.






The Image_2019-02-26_at_3.09.07_PM.png Members button allows you to assign Members of your Organization to the Role. Use the Image_2019-01-15_at_12.05.43_PM.png Edit button to change the Role's name and description, and the Image_2019-01-15_at_12.15.15_PM.png Delete button to remove the Role entirely.





Tags are tools used for securing and categorizing items within PowerHub. Tags easily group similar items together by their shared attributes or security needs. There are two kinds of Tags available on the PowerHub platform: Custom Tags and Security Tags.





Using Tags


As opposed to a rigid library/folder structure, Tags allow you to categorize items in various ways, so that you can filter and view items by multiple attributes. Tags are used specifically for grouping and managing access to your Image_2019-01-21_at_12.05.22_PM.png Documents and can also be used to group/secure other features such as Tasks_0.JPG Tasks, Plans.JPG Plans and Image_2019-01-10_at_2.28.01_PM.png Add-Ons:





Tip: there's a visible difference between Security (blue) and Custom (grey) Tags.



Custom Tags


Custom Tags do not carry any security features. Highlighted in grey, Custom Tags simply allow you to group items together based on any attribute.


Typically used for filtering and viewing various items simultaneously, you can create as many Custom Tags as you want.  If you create a Custom Tag in one Project or Portfolio, it will be saved and accessible across your entire organization.


New Custom Tags are created by simply typing out the desired Tag name (in the image above, "Client Group 1") in any Tags field and pressing enter.



Security Tags


Security Tags are designed to limit access to items within the platform. Highlighted in blue, items with Security Tags assigned to them can only be accessed by Members who've been assigned the same Security Tags. All Security Tags are assigned by an Organization's Administrator. The Administrator has 20 default Security Tags that can be renamed and used across the entire organization.


It's the responsibility of the organization’s Administrator to:

(i) define the Security Tags;

(ii) define who receives access to each Security Tag;

(iiidefine how the Security Tags will be implemented across the platform. 


Tip: If a Member uploads an invoice and uses the Security Tags 'Finance' and 'Accounting', any Member or security Group assigned Security Tags 'Finance' OR ‘Accounting’ will have access to that document. This occurs because Security Tags are additive and not cumulative.   



Editing Security Tags



Head back to the Manage Organizations menu we've been working from, this time navigating to the Security Tags subsection under the Security section. 
















Here, you can view all of your existing Security Tags. Use the Edit button to adjust the Item Caption (name) field, keeping in mind you cannot create new ones (there's a maximum of 20 Security Tags). Click Save when happy with your changes.







If you need further assistance, please contact your organization's Administrator. As an Admin, if you need further assistance, please submit a Ticket or contact your Customer Success Specialist directly.

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