Yesplan offers an elaborate way to set up permissions. Given the complexity, permissions are best configured together with a Yesplan Customer Success Manager. However, easy configurations are within everyone’s reach. What follows is a guideline for creating Yesplan users easily and setting up their permissions.
Step 1: Creating User Groups§
The aim is that all Yesplan users are divided into user groups. Later we will assign one user group to each user that we create.
User groups are used for setting up permissions simultaneously for all users with the same job or role in the organization.
The first step is to identify all the different roles in your organization and to create a user group for each one. For more information about how user groups can be created, please refer to the System Settings Manual.
Step 2: Creating the Common Permission Template§
The common permission template that we create here contains the capabilities and granted permissions that are applicable for every Yesplan user. Later we will assign this common permission template to users.
In the screen for managing permission templates, create a new template called ‘Common’ then click on “Show permissions” to set everything up.
In the ‘Common’ template we do not set capabilities. In step 3, we will create separate templates for capabilities per user group in the organization.
In the ‘Common’ template we only set granted permissions for every user group.
We add all user groups to the ‘Common’ template and then indicate, per user group, what they can and cannot do.
Step 3: Creating Capabilities Templates§
For each user group in the organization, we create a permission template for their capabilities. In these capabilities templates, we only enter the part with the capabilities (at the top). In step 4, we will indicate per user which capabilities template is applicable.
The following items are set with the capabilities:
- The elements that a user can create.
- Whether a user can hide a conflict.
- Whether a user can unlock events with a closed status.
- The visibility of inspector tabs for that user.
- The statuses that a user can award to events.
Step 4: Creating Users§
In this last step, all users from the organization are created via the tab in the system settings for managing users. We are going to enter the following items:
- Name: the full name of a user.
- Email: the user’s email address.
- Username: the user’s username (case sensitive).
- Password: the user’s password (case sensitive) can be changed by the user later on. New in v27 Yesplan will only accept strong passwords. When you enter a weak password you are given tips on how to make it stronger.
- User groups: add the corresponding user group for the user here.
- Primary group: choose the name of the organization (“My organization” in this example).
- Permission templates: two templates are added to every user here; ‘Common’ and the capabilities template that corresponds with the user’s role within the organization.
- Administrator: activate only if the user is responsible for managing Yesplan.
- User Group Administrator: do not enter anything.