When you add new users to your account, you'll have to give them a role.
Generally, users with the roles ‘User’ and ‘Account Admin’ will be members of your organization. These roles are considered "core users" and count against the seats you have available on your subscription.
Users with the role of ‘Guest’ or ‘Privileged Guest’ are people from outside your organization. These roles do NOT count against the seats you have available on your subscription.
NOTE: It is a best practice to keep users assigned to their actual company on your account.
Account Admins have full access to BlueRithm features and privileges.
There are some actions that only Account Admins can perform, such as deleting certain types of items, deleting projects, etc.
A user with the role ‘User’ has near full access, but they cannot delete most types of items which they did not create (projects, systems, subitems, work, issues).
The ‘Guest’ role in BlueRithm is designed for those who do not need full access to projects, systems, etc., but who you want to assign issues and work to. Examples of guest users could be people from either inside or outside your company who you want to assign work (checklists, etc.) to, but who you don’t want to have full access toprojects.
Guests have limited access in BlueRithm. The can only see items assigned to them, and can perform the following actions:
- View the ‘My Work’ summary
- Respond to issues assigned to them. They can change the ‘Respondent Status’ only, and add responses to issues, including images.
- Respond to work assigned to them. They can change the status of work assigned to them, add follow up notes, including images (guest users from your own company can edit all details of a work item), and edit tables on work items assigned to them.
Sharing Issue and Work Assignments
Issues and work can be made accessible to all guest users from a specific company by turning on the option for Shared Issues and Work.
This option is located on the company page for the company you wish to have shared issues and work. It must be turned on for EACH company that has guest users who you want to have access to any issue or work item that’s been assigned to anyone from that company.
For example, if there are 3 people from a company with the guest role and they all have 3 issues assigned to them, when this option is off they will only see 3 issues in their My Work summary. When this option is on, they will see 9 (and be able to respond to all 9).
When this option is off, guest users can only see the issues and work assigned to them individually.
The ‘Privileged Guest’ role has all of the same capabilities of the ‘Guest’ role, with some additional access rights. It is designed for people who you want to have high level insight and visibility into your projects, but not full access or the ability to be able to add or delete anything, or edit most items.
Users with the ‘Privileged Guest’ role can do everything ‘Guests’ can, as well as the following:
- See dashboards for the projects they’re members of
- See complete project views for projects they’re members of
- Add new issues.
- Add responses and files to any issue.
- Add notes and files to any work item.
- Export individual work items to PDF.
- Export certain Excel reports (Privileged Guests do not have access to the report builder).
NOTE: Privileged guests cannot edit items that are not assigned to them.
For a ‘Privileged Guest’ to have visibility of a project, they must be added as a project member for a project. To add a user to a project, see this article.
To change the role, a user has assigned to them, first navigate to your company page, where a list of all users on your account, and by company, is shown.
Open the list of users and click on the user whose role you want to change.
Click on edit.
Now change the user’s role, and click save.