This article will also discuss:
- Accessing Organization Management
- Portfolios and Projects
- Communication Emails
Accessing Organization Management
Begin by heading to the Manage Organizations section of the MyBar.
Then, click on the title of your organization's card (the arrow in the bottom-right corner will also get you there).
Once there, use the Sections Bar to navigate through several Organization Management tools.
Use the Details section to add some basic information about your organization. Use the EDIT button to add or edit organization details. When you're happy with these changes, use the SAVE button to finalize.
Members and Administrators
As a user in PowerHub you'll 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.
Head to the Security section of the Organization Details Sections Bar. The Members subsection will automatically open, giving you access to the 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 ADD NEW MEMBER button to send multiple invites at once. Once you're happy with these permission settings, use the button to send and invitation email.
Individual Permissions Actions
If you want to define user permissions in more detail, you can do so from the same Members section we worked from above. If you chose not to make an individual an administrator before inviting them, you'll see the following action buttons beside their contact card:
The Portfolios, Projects, Groups and Roles buttons provide the same permissions options as those presented within the Invite menu.
New is the Permissions 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 create new entries, and edit ones they've already created, are assigned to, and have access to, within the section/add-on; contents cannot be deleted.
Manager grants all abilities of a Contributor and adds the ability to delete contents.
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.
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 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.
Use the SAVE & CLOSE button to create the group. From your Groups list, you have several action buttons to work with.
The Members button allows you to assign members of your organization to the group. Use the Edit button to change the group's name and description, and the Delete button to remove the group entirely.
Finally, use the Permissions 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.
Tags are tools used for securing and categorizing items within PowerHub. Tags easily group similar items together by their shared attributes or security needs. You'll find two types of Tags to use on the platform: Security and Custom.
As opposed to a rigid library/folder structure, Tags allow you to secure, categorize, filter, and view items by various attributes. They're used for grouping and managing access to items such as Documents, Tasks, Plans and Add-Ons:
Tip: there's a visible difference between Security (blue) and Custom (grey) 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. 20 default Security Tags are available to organization administrators, all of which can be renamed and used across the organization.
It's the responsibility of an organization’s administrator to:
(i) define the Security Tags;
(ii) define who receives access to each Security Tag;
(iii) define 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.
Tip: user permissions (see Individual Permissions Actions above) supersede those granted by Security Tags, meaning if you restrict a member's access to Tasks, Security Tags shared between that member and any Tasks will not make said Tasks visible to that member.
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.
Custom Tags do not carry any security features. Highlighted in grey, they simply allow you to categorize items .
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.
PowerHub uses Roles as a management tool for Tasks, whereby users can filter by a predefined role to access relevant tasks.
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 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 Members button allows you to assign Members of your Organization to the Role. Use the Edit button to change the Role's name and description, and the Delete button to remove the Role entirely.
Portfolios and Projects
You can add to and edit your Organization's portfolios via the Portfolios section of Manage Organizations.
Adding Portfolios and Projects
To add a new portfolio or project, use the ADD NEW button within their respective sections.
In each case, you're required (*) to provide a name and key (we recommend using the portfolio or project name for the key), and have the choice to add further details.
When adding projects you're also required to add a start date, and can choose an icon depending on the type of project.
Tip: hover over each icon to see its name.
When you're happy, use the SAVE or SAVE & CLOSE buttons to finalize.
Portfolio and Project Actions
Once you've added a portfolio or project, there are several ways to interact with them.
The Members button allows you to grant portfolio or project access to members of your organization.
Just like adding members, use the Projects button to populate a portfolio with projects.
Using the Manage Lists button, you can copy predefined dropdown list items (used when designing Forms) from one portfolio or project to another. Click the checkbox next to the list(s) you wish to copy, then click the COPY button.
From there, you can select which portfolios and projects to copy the selected list(s) to. Click the COPY button to finalize.
Finally, you can Edit portfolio and project attributes, and Delete them if necessary.
In the event portfolio- or project-level email communications aren't sent or received properly, the Communication Emails section serves to record these entries to ensure they aren't lost.
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.