welcome adors collaboration is an essential component of a project success sometimes you need to work with people internal or external to your organization a project allows you to choose who exactly can access your projects and tasks that is great because here at the dinosaur mum we are working on a very cool exhibition that includes a top secret experiment but it also means that I need to be very very careful and select who can view the related tasks and projects that sounds exciting what is the the experiment about I'm sorry it's a secret but it may
or may not involve dinosaur DNA found in fossilized mosquitoes okay um well let's go ahead and set it up so here we are in the database we'll go right into the project module into the temporary exhibition and into the settings uh let's just click again on the settings tab and here we have the three different visibility options which are what interests Us in this video so so if you ever need a little bit more information about each and one of each of them you can just hover here over the tool tip and you will see
that you have uh all of the details you might need to make decisions about your visibility levels um and another thing is that by default this is always set up to uh invited portal users and all internal users what is an invited portal user so an invited portal user is an external user who has been granted uh limited access to our database via the portal so this can be the main customer it can be any of the stakeholders uh could be a thirdparty contractor or literally just anyone who could benefit from accessing your project now
we have uh two options to Grant uh invited portal users access to this project so we can either do readon or we can do editable which will allow them to make changes into our project and the tasks so I'll click on share editable here and we'll invite uh our colleague um one of the stakeholders I'll go ahead and save and close I could add a note if I wanted to uh but I'll just go ahead and hit send I will get prompted to Grant confirmed that I really want to Grant portal access and that's what
I want to do and now we see that as soon as it's confirmed an email was sent from rdb to Joe inviting him to access our portal I will show you what it looks like uh just quickly in another Tab and so here uh since this is the first time that we're signing in we're going to have to uh create a password and uh we will sign up so what happens next is that you can see that what happens is basically uh this person who granted edit access to our project so I could do any
sort of changes I like I could drag and drop task t s into different uh Canan stages I could go into the tasks leave uh messages and notes I could even uh change uh states of the task so for example I could approve the task as an external State stakeholder and that information would just already be in my system so this is the internal uh portal user access sorry invited portal user access now there are some other options so for example we could uh Grant access to all internal users which is what I'll do now
now something to keep in mind is that this means that we can no longer invite anyone else to the project you see that the smart buttons at the top have disappeared uh and also be careful because once you've done it it means that it has removed access from previously invited portal users so the external uh person that we just invited Joe will not have access anymore so this was uh all internal users and then the last option that we have concerning visibility is invited internal users so that means that we would set up uh our
project as private I will save the setting right now really quickly and now um there are a couple of ways that we could grant our colleagues so other employees access to this project so I will go inside and I would say that um our colleague Dena needs access to this private project but she only needs access to uh one specific task for example we want her to access uh this task about flyers and posters I would either add her as an asse since literally um any person that has a task assigned to them is obviously
granted access to this task so they can work on them so that's one option another option would just be adding her as a follower uh to of the task here so this is something that we could do wait so this mean that she can only access this task and nothing else right that's correct uh in this case you can only see indeed the task that we just granted her access to but if we wanted Dina to have the uh access to this entire project we could go back into our projects into the temporary exhibition into
the settings and then even though our project is still set to private if we wanted her to see the whole project we would add her as a follower here so we would click add followers we would add Dina and then she would be able to access all of the tasks and uh the rest of the project Okay so even the task she's not assigned to right even the task is's not assigned to all right so let's not do that because she can absolutely not know that we're trying to create dinosaurs uh I mean the secret
experiment all right let's not Grant Dina access to this project then but in this case this is everything that we have for you for uh the visibility of projects and tasks hopefully this was helpful and we will see you in another video thank you so much for watching
