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User Guide

Server Administration

In ValleySpeak Project Server the Administrator (Admin) is treated as the owner of the
Project Server. He has been delegated with supreme power to hold control over the Project Server
administration. All the server administration features have been provided under
Admin tab and this tab is available only for an Admin.

Project Server Administration is divided into parts, each part is explained in detail below.

New User
You can create a new user account using New User action available in action bar.
To create a user or a resource the following information has to be specified by an Admin (see
Figure: 15.1). The user or resource created in ValleySpeak Project Server will be available as
resource in Global Resource Pool.

Steps to create new user account :

  1. Click Admin tab.
  2. Click New user action available in action bar.
  3. New user form page is displayed which has the following fields (see Figure: 15.1):
    • Login: login Name is used to login to the Web UI. The user will use this name to
      login to the web user interface of ValleySpeak Project Server. This login name is used
      as a resource name when that user is made as a member of a project.
      • NOTE : The Login name should not exceed 16 characters and should not have
      spaces and the community name will be appended at the end.
    • Password: password for the new user. Enter the password for the user login. This is
      the password that will be used by the user when logging into ValleySpeak Project Server.
    • Reconfirm Password: It should be the same as the previous password entered.
      Re-enter the Password for confirmation.
    • User Name: This is the Real Name of the user. This name is the real name of the
      user and can be different from the login name assigned to the user by the server
      administrator.
    • Email: Email Id of the user. This will be used to send alerts from ValleySpeak
      Project Server. This is the email address that will be used by the user for
      communicating with other members. Email alerts from the server are also sent to
      this email-id. If the email-id entered is invalid then an alert message will be displayed
      (see Figure: 15.2).
    • Make as Resource: Admin can make the user either as a resource by checking
      this check box or as a Web User by unchecking the check box. If the user is a
      resource then he will be included in the Global Resource Pool. By default the
      Make as Resource will be checked. A Web User can only see whats going on
      in the Project Server means a Web User is not involved in any of the operation.
    • Type: resource type can be Executives, Project Manager or Team Member.
      Type defines the user’s rights within ValleySpeak Project Server. If the user is not a
      resource then by default the user type will be Web User. This user will only be
      able to log on to Web user interface but will not be an active member.
    • Status: status of a user can be Active or Inactive. Only an active user can logon
      to ValleySpeak Project server through browser.
      • NOTE : Only Active users are considered while checking the user license limit
      specified in the product License.
  4. In the Right Bottom of the New User account page,Cancel,Reset
    and Save & close buttons are provided.
  5. Click Save & Close button for successful creation of an user account.

    6. admin-createuser User Guide


    Figure: 15.1 Create user page.

    admin-alert-invalidemailid User Guide


    Figure: 15.2 Alert message displayed for invalid email-id.

View users
To view summary of existing users (Active, Inactive and Web User) click List Users action, a
list of users will be displayed. Listing is the default action which is performed when you
click Admin tab. The list page contains following field information (see Figure: 15.3) :

  • The first column is reserved for web alerts. If there are any pending alerts for a user, it is
    represented by an exclamation (!). This bring the
    attention of the user to the record in display. The alert is removed once the record changes
    are viewed by the user.
  • The second column specifies the serial user id.
  • Third column specifies the Login names along with tenant name of all users including
    the Admin.
  • Fourth column specifies the User Name which stands for the full name of that user.
  • Fifth column specifies the email-id of the user.
  • Sixth column specifies the type of the user which decides the access level in ValleySpeak
    Project server.
  • The last column specifies the status of the user (Active and Inactive).

    • admin-listuser User Guide


    Figure: 15.3 List of users.

If the number of user entries created exceeds the value set for Number of records per
page field in Preferences tab, then each page will list the number of records as
per the value you have set for the above field.

NOTE :For more information about setting the preferences, see Making Global Settings
section of chapter on Preferences.

To navigate between list pages, select the page number from the Page number drop down
list in the filter bar (see Figure: 15.4) which will be displayed only when the number of users
created are more than the value set for No of records per page filed. When you select the
required page number from the drop down then a list for that page will be displayed (see
Figure: 15.5).


admin-selectpagenum User Guide


Figure: 15.4 Selecting a page number.

admin-selectedpage-userlist User Guide


Figure: 15.5 User list in a selected page.

Edit User Information

NOTE:Only an Admin can edit/update User information at any point of time.

To edit a user information you have to follow the steps below :

  1. Click Admin tab.
  2. Click List Users action available in action bar.
  3. Users list page will be displayed.
  4. Select the user you want to edit by clicking the associated user row.
  5. Edit page to edit user account information is displayed with Cancel, Reset and
    Save and Close     buttons.
  6. Admin can update the following user information (see Figure: 15.6):
    • Login: Login name along with tenant name is used to login to server through the
      WebUI.
    • Password: In edit page this field will have the previous password.
    • Reconfirm Password: It should be the same as the previous Password field.
    • User Name: This is the real name or full name of the user.
    • Email: email-id of the user.
    • Make as Resource: Admin can make the user as a resource. If you uncheck
      the check box then a user will be considered as a Web User. A Web User
      can only see whats going on in the Project Server and will not be involved in any of
      the operation.
      • NOTE: If the user who is a resource and is assigned to a task or an issue in a
      project or the user owns a project which is not deleted, then the Type field of
      that user cannot be changed to Web User. In other words the Make as Resource
      checkbox cannot be unchecked.
    • Type resource type can be Executives, Project Manager or Team Member.
      Admin can change the resource type by selecting the resource type from resource
      type drop down.
    • When you uncheck the Make as Resource check box then by default the Type
      field is set to Web User.
      • NOTE: You can not change the type of a user from Project Manager to Team Member /
      Executive       if that user is a owner of a project which is not yet deleted.
    • Status of a user can be Active or Inactive.
  7. Click Save & Close button. User account information will be updated and updated user
    information will be displayed in list page.

    8. admin-edituser User Guide


    Figure: 15.6 Admin editing a resource/user information.
    NOTE: In the edit page of an Admin account information, you can edit only Password and
    Email fields and the fields like Login name etc are disabled.

When you try to change the status of an inactive user to Active and if the active user limit has
exceeded then an alert message will be displayed (see Figure: 15.7).

In ValleySpeak Project Server the operations you perform will be logged and will be displayed in
the history section. Modification done to user account will be displayed in User History
section. You can view the User History section when you visit the edit page of a
particular to edit user account information. For each change, the user history will record the
time stamp, user who made the changes, field that changed, old value, and new value. History
generated (see Figure: 15.8) will be shown as the following fields :

  • Log Date-Time column specifies the time stamp when the user related information is
    modified.
  • User Name column represents name of a resource who modified the issue details.
    Generally it will be Admin.
  • Field Name column represents the name of field which was changed by the Admin.
  • Change column represents the modification done to the above field.

    • admin-userhistory User Guide


    Figure: 15.8 User History.

For example: If you change the email-id of a user, then in the history section the Log Date
-Time specifies the time stamp , the User Name field specifies the user name who has
done modification i.e, the Admin, Field Name specifies the name of the filed modified by
the Admin i.e, Email and the last column Change specifies the changes done
in “Old value” => “New value” format (see Figure: 15.8).

Filters for Listing Users
In general, filters are helpful when you want to see a list based on some criteria. For listing
users there are two filters provided in list page:

  • Type filter drop down has the options like Executive, Project Manager, Team Member and Web User.
  • Status filter drop down has the options like Active and Inactive.

To view a user list for a particular filter option you need to select a particular filter
option for example you can select Active option from Any Status
filter drop down (see Figure: 15.9) and click Apply Filter button, a user list
which has all active users summary will be displayed (see Figure: 15.10).


admin-selectstatus User Guide


Figure: 15.9 Selecting filter option.

admin-userlist-selectedoption User Guide


Figure: 15.10 User list for the filter option selected.

View License
To view the license information of the current ValleySpeak Project Server, License action is
provided for you in the action bar. To view the license information (view page of a License)
click License action then a page with the license details will be displayed (see Figure: 15.11).


admin-license User Guide


Figure: 15.11 License view page .

If the license which you own is a trail license then license view page will display the
following details :

  • License Owner: Specifies the name of the owner to whom the license is issued. For
    example ValleySpeak, Inc., California, US.
  • License Type TRIAL.
  • Days Remaining The remaining days for TRIAL license to expire.
  • Created On: If the License Type is PERMANENT then Created On is displayed.
  • Maximum Permitted Users: The maximum permitted active users that can be created in the
    current version of ValleySpeak Project Server.
  • Number of Current Users: It gives a count of existing active users in ValleySpeak
    Project Server.
  • Number of InActive Users: It gives a count of existing inactive users in ValleySpeak
    Project Server.
  • Number of Web Users: It gives a count of existing Web users in ValleySpeak Project
    Server.