The current Deliverables Management Default Setting in 365 user management has users set to "Read & Create Draft only" permissions after accepting an invite.
This means until the organisation Administrator creates a new role with "Receive" permissions, users cannot be included on transmittals, RFIs or Correspondence.
It would be best practice to adjust the Deliverables Management Setting in 365 to be set to "Receive External Packages" as part of the default user setting, similar to how it was managed in Projectwise Web.
|
Practical use of functionality?
External users invited to a project should not be restricted from being able to "receive" information as a blanket rule across all users. By making the "Receive External Packages" a default user setting, it ensures all members invited to a project can receive mail from those who have permission to send. |
|
|
What is the impact of not doing this?
The impact is delay in the distribution of information on a project, aswell as work arounds being implemented to facilitate the temporary submission of documentation. A recent example of this is 10 recipients from an organisation were issued an invitation to the project in preparation for submission of documentation. The first user who accepted the invite was granted Admin permissions. As soon as the other user accepted the invite, they reverted to "Read & Create Draft only" Deliverables Management permission and disappeared from the Project address book in Deliverables Management, meaning they could no longer receive mail. In the meantime, the person nominated as the Administrator for that organisation went on leave for 2 weeks. Due to the urgency of documentation delivery we then had to email the documentation to the contractor whilst awaiting for permissions to be rectified. Receive only permissions should not be controlled as a default user setting, delaying the distribution of project information. Where a user is determined as not required to be on any distribution, then THAT permission should be controlled by the admin at an individual user setting. |
We have in the past sent to users without awaiting the acceptance of their invitation. But as soon as they accept the invitation they disappear from the address book and have to be invited again.
The receive permission used to always be a default setting in PW Web projects, since moving to 365 these permissions are being revoked and have to reinstated by an administrator of that organisation (alot of the times these organisations are small, located on site and often do not have the time to adjust permissions). I'm not sure in what circumstance a user would be invited via a DM transmittal, RFI or General Corresponse and then the default setting is that they can't receive anymore once they accept the invitation. Huge delays
Thank you for your idea. Unfortunately, we are not planning any changes to the invite acceptance workflow at the moment. However, you could possibly solve your described problem by asking the external party to give "Receive External Packages" permission to the Team member enterprise level role. This role is assigned automatically when accepting invite so all the users accepting the invite would get this permission.
Alternatively, you could send the package without waiting for the invitation to be accepted. All the packages sent to an invitation are received by the user even if their "Receive External Packages" permission is removed from them after the acceptance of the invitation.