Quick Start Guide for Administrators

Overview

This article explains the minimal necessary steps to set up a new project, add forms (for tickets), upload plans and add users. You also learn some basics about permissions, roles and how to create/invite new users.

Create/Invite a New User

There are two similar ways to add new users to your account and to a project:

• Create user: Includes setting an initial password. The user gets created immediately and therefore you can assign tickets (and groups) already.
• Invite user: The user gets an invitation email that he/she needs to accept. Only then the user creation is completed and tickets can be assigned.

If a user with the same email address exists already in another account, you can only invite the user to your account.

Read more in Fundamentals > Accounts.

Learn how to create/invite in-house users. It works the same for subcontractors and watchers, except that user permissions are only available for in-house users.

First navigate to Users:

1. Click User Management
2. Click Users
   

Create User

1. Click Create user
   
2. Click In-House user to define the user type and to be able to define user permissions.
3. Enter First name, Last name and Email (mandatory).
4. Enter a new password and retype it. You have to tell this password to the new user by yourself.
5. (optional): Enter additional information about the user (Company, Phone, Position, Address)
   
6. Select the check boxes for user permissions to define which main menu items the user can access.
   
7. Select a project in the Choose project drop down menu to assign the user to one or multiple projects.
8. Select a Role in the Set role drop down menu to assign the users role in the project.
   
9. Click Save to confirm the creation of the new user.
   

Invite user

1. Click Invite user
   
2. Click In-House user to define the user type and to be able to define user permissions.
3. Enter First name, Last name and Email (mandatory).
4. (optional): Enter additional information about the user (Company, Position)
5. Select the check boxes for user permissions to define which main menu items the in-house user can access. (not available for sub-contractors and watchers)
6. Select a project in the Choose project drop down menu to assign the user to one or multiple projects.
7. Select a Role in the Set role drop down menu to assign the users role in the project.
8. Write the text that will be added to the invitation email.
9. (optional): Select check box Save the invitation message to reuse when inviting the next user.
10. Click Invite user to confirm the invitation of the new user and send the invitation message.
    

Unconfirmed Users

After the user got invited, until the user clicked the confirmation link the email, the unconfirmed users will be listed here:

1. Click Unconfirmed users
2. Each unconfirmed users is listed here.
3. (optional): Click Resend Invitation to send the invitation email again.
4. (optional): Click Delete to cancel and delete the invitation.

Permissions

In PlanRadar there are two categories of permissions:

• User permissions: To define which items in the main menu the users are allowed to access, independent from their permissions in single projects.
• Role permissions: To define in detail which users are allowed to view/create/edit/delete data in certain projects, by assigning them a role for each single project. Roles can also be used to define this for each single field in forms for tickets.

The account owner (who created the account by registering for a PlanRadar trial) always has full permissions.

Permission to Create and Manage Projects

To grant other users the permission to create and manage projects follow theses steps as the account owner (or as a user with the user permission "Users"):

1. Click User Management
2. Click Users
   
3. Click on the row of an in-house user to open it
   
4. Select Projects check box
   
5. Click Save (you probably have to scroll down first)
   

Select Projects (only own Projects) check box to restrict access to only projects that the user created and hide projects that got created by other users.

Read more in User Management > Manage User Permissions.

Permission to Create & Edit Tickets

As an account owner (or someone with similar high permissions) you probably want to create roles to define who can see and manage which parts of a project.

In the following example we give an in-house user the permission to create tickets and to view and edit all existing tickets in a project. First we create the role and then we assign the user with this role to a project.

Create a Role

1. Click User Management
2. Click Roles
3. Click + Create role
   
4. Enter a Role name (mandatory) e.g. Ticket Manager
5. Scroll to the Tickets section
6. Select the Create check box
7. Select All tickets in the drop-down menu
8. Click Save to confirm the creation of the role
   
9. Click Run automatic assignment, because we want this role to access all form fields of all tickets.
   

Clicking Cancel will create the role, but it will not have access to any form fields until you update them manually in the form builder.

Read more in Forms > Field Permissions.

Add a User with a Role to a Project

1. Click User Management
2. Click Users
   
3. Click on the row of an in-house user to open it
   
4. Open the Choose project drop-down menu
5. Select the project in the drop-down menu
   
6. Open the Set role drop-down menu
7. Select the role (e.g. Ticket Manager) in the drop-down menu
   
8. Click Save (you probably have to scroll down first)
   

Set up a new project

To start working and creating tickets you need at least a project with:

• a layer (with or without a plan)
• a form (where ticket fields are defined)
• a user (to assign the tickets to)

Later you will have multiple layers (and plans) for each floor or area of a project, multiple forms to cover all your use cases that you want to cover with tickets and multiple users (or groups) to work on the tickets.

Use roles to define project-specific permissions for your in-house users.

Read more in Fundamentals > Permissions.

Sub-contractors and Watchers have predefined user permissions which cannot be changed.

Read more in Fundamentals > User Types.

Create a Project

1. Click Projects
2. Click + Add new project
   
3. Enter Project name (mandatory)
4. (optional): Enter project details
5. (optional): Add custom project fields
   
6. Click Save to confirm the creation of the project

Open/Edit a Project

After creating a project in the previous step, you are forwarded to the project view:

To get there later and view or edit a project:

1. Click Projects
2. Click the line of the project in the project list to open it

Add Existing Users

Add users that already exist in your account to a project.

When you are in the project – also see Open/Edit a Project – continue with:

1. Click Add Users
2. Click Add User
   
3. Select the check boxes of the users that you want to add. (in this example 2)
4. Click Add 2 users (the button always shows the number of selected users)
   
   
5. If you add an in-house user you must choose a role.
   
6. Click Yes to confirm

Sub-contractors and watchers always have the same permissions and cannot have a role.

Add Forms

In forms you define which ticket fields and attributes are displayed in a ticket.

The forms you created in your account and those from the demo project are available to get added to each project.

Read more about Forms Fundamentals and about Create & Edit Forms.

To add an existing form to your project:

1. Click Forms
2. Click the + icon to add the form.
   Added forms appear in the next column where they could get removed with the red X.
3. (optional): Click the table icon to show the fields of the form.
4. (optional): Select Mandatory fields to prevent users from saving tickets with empty mandatory fields.
5. Click Apply to confirm adding the form to the project.

Add Forms with List Fields

In case you want to use a form with a list field, you must assign a list to each field.

Read more about Lists Fundamentals and about Create & Edit Lists.

1. Click the table icon to show the fields of the form.
   If there are list fields without assigned lists the icon is red and a hint is displayed.
2. Select a list for each list field in the drop down menu.

Allow Multi Selection or Disable Values of List

To change the settings of a list form field:

1. Click Settings
2. Select Allow MultiSelection check box to allow users to select more than one value at once.
3. Clear the Air-conditioning check box e.g. to disable that value in this form.

Create a Layer & Upload a Plan

Plans are managed in layers. Layers are similar to folders to help you organise your plans and tickets.
Each plan must be assigned to a layer. Each layer cannot have more than one plan. Layers can also be used without a plan.

Read more in Fundamentals > Plans and in Fundamentals > Layers .

When you are in the project - also see Open/Edit a Project - continue with:

1. Click Plans and Layers
2. Click Create layers
   
3. Click Choose plan file to select a PDF or PNG file with your plan.
4. The layer name is automatically set according to the file name, but can be renamed.
5. Click Save to confirm the creation of the layer with the plan.
   

You can repeat step 3 to upload multiple plans before confirming with Save.

Read more in Project Setup > Manage Layers of a Project and in Upload Plans to Layers.