This topic covers ongoing maintenance tasks outside of connecting a tenant instance, which is covered in Adding a Product to Planview ID.
Admin tasks involving tenants and tenant users:
Admin tasks for maintaining PVID users:
- editing users
- adding users manually to PVID
- granting admin privileges to a user
- initiating password reset for a user
- deleting users from PVID
- activating/deactivating PVID
Administer tenant product users
To access tenant product users, click the Manage Product Link on the product tile:
The product console shows the list of PPM Pro users (since that is the product tile we selected), as opposed to PVID users, which are listed in the main Users tab.
The Mapped Users tab shows:
- All users mapped to the current tenant instance
- The Sync Users button - initiates an immediate upload of tenant users. See Sync Users.
- The first/last name of each user that is mapped to the current product
- The user's email address
- The Admin column - a checkmark indicates the user is a tenant admin.
- The Status of the user - Active or Inactive
- The date of the last sync with PVID
- A "hamburger" menu for unmapping a user (Actions > Remove Mapping)
The Unmapped Users tab lists users who are not mapped to the current tenant instance. See Mapping, Unmapping Users.
Filtering (Ignoring) Unmapped Users
If it turns out that you have a large number of unmapped users, you might want to filter out certain ones in order to unclutter your view. This is useful if, for example, you know a resource is no longer with the company but hasn't been set to been set to terminated in the tenant. Or, there are certain users that you need more information from regarding their email addresses and you want to deal with them later.
Choose Ignore from the user's Actions menu (see screenshot below). By default ignored users will be filtered from view; to show ignored users, slide the Show ignored users toggle to the right.
Mapping Unmapped Users
Connecting to a tenant instance uploads all active tenant users that have an email address in their resource record and lists them in the Mapped Users tab. Additionally, PVID users can be created manually (see Adding a User) as well as automatically as the result of syncing (see Syncing Users). Regardless of how PVID users are created, they will be in a mapped or unmapped state.
The Unmapped Users tab shows any user that was uploaded/created but for some reason could not be mapped to the current product tenant. For example, the screenshot below shows firstname.lastname@example.org in the Unmapped tab:
The email is valid, so it's curious why this user was not mapped to PPM Pro. To troubleshoot, go up to the top level PVID Users tab and search for Yessica. You can see that she has already been imported into PVID as a result of connecting to Projectplace:
We know that email@example.com in the Unmapped Users tab is the same resource as firstname.lastname@example.org in the PVID users list. As a result, we will map her to her existing PVID user, as described below.
To map an unmapped user:
- Select the Actions > Map To menu item for the user you want to map to the current tenant (in this example PPM Pro).
The Map User dialog appears:
- You can map the user to an existing PVID user, or create a new user:
- Map to Existing
If the unmapped user - Yessica in this example - is a user that you know is successfully mapped to a different tenant (such as Projectplace), then choose "Existing Planview ID". Click in the Search field to filter down to the user, or scroll through the list until you reach the user to map to - in this case Yessica. Select the radio button next to her name and click the Map button.
Now you can see the email@example.com has access to both PPM Pro and Projectplace, as shown below.
This scenario typically occurs when you are connecting a subsequent tenant and the users has configured a different resource email for each tenant. After mapping to existing, the user will have a tile for each tenant product.
- New Planview ID
If the unmapped user does not already have a Planview ID, you can create one by clicking New Planview ID. In the Map User dialog that appears (shown below), enter the email address (that matches the resource's email address in the tenant product) and the First and Last names, then click the Map button:
To unmap a user, select Actions > Remove Mapping from the user's menu. You might do this if a user has been terminated but not yet removed from the system, or perhaps you simply want to remove that user's access to a tenant instance - perhaps the project they were on has completed and they no longer need access.
Syncing Users (Manually)
Syncing users means uploading any newly created tenant user to PVID. Similarly, syncing will remove any deleted/inactive tenant users from PVID. PVID automatically syncs between tenants and the PVID account every hour. You can sync immediately by clicking Sync Users from the hamburger menu on the product tile, or by clicking Sync Users button in the selected Users tab of PVID console for the selected product.
For example, if a new user is created in customer tenant, and the user's email is unique and not already in use, at the next sync this new user will automatically be uploaded to/synced with the list of PVID users (automatic sync happens every hour). Alternatively, you can manually sync the users by selecting Sync Users from the hamburger menu on the product tile, or the Sync Users button in the Manage Products/Users tab.
Another example, if you update an existing tenant user who is mapped to PVID and change the tenant email, the existing PVID user will become unmapped at the next sync (scheduled or manual).
Note that there are limitation in how often you can sync COMING SOON
You can delete a tenant by choosing Delete from the hamburger menu on the product tile. This removes the tenant and all user mappings - the Users/Products column should show no products after a delete. Deleting a tenant is not a common function, and is provided primarily to undo a tenant connect if, for example, the customer admin.
Administer PVID Users
You can see all PVID users for all tenant instances in the top-level Users tab, including:
- First Name, Last name - First and last name
- Email - Email address
- Admin - Checkmark indicates they are a PVID admin
- Password Login - Checkmark indicates they log in via username/password
- Products - The list of products to which they are mapped
- Status - A system label that reflects whether PVID accounts are complete and usable (Active/Inactive). SSO users are active immediately. Non-SSO users are inactive until they successfully create their PVID account.
The grid columns are sortable, but columns cannot be added or deleted. The administration tasks are accessed via the "hamburger" at the far left of each user record:
The contents of the menu vary depending on the user. For example, the Make Admin item appears only if 1) the current user is not already a PVID customer admin, and 2) the user is an admin for the products they are mapped to. "Reset Password" is available only if the user is configured to log in to Planview products with username/password.
Editing a User Record
In the Users tab, choose Actions > Edit to the right of the user record to display the Edit User dialog. You can edit the first/last name of the user, as well as the user's email address. Finally, you can enable the "Enable login with password" checkbox to override the local authentication and use a login and password to log into PVID. Users with this property enabled have a check mark in their Password Login column.
Adding a User Manually to PVID
You can add a user to PVID, but you will not be able to map that user until a corresponding tenant user (with matching email address) has been created.
- From the Users page, click the Add User button.
- Enter the email address, first and last names.
- "Enable login with password" is disabled by default and should be used only if your organization uses SSO and the user is NOT part of that system (like Planview personnel, for example).
- Click Save.
Once you create a corresponding user in the tenant product instance (if one doesn't already exist), the user will be mapped to the PVID user at the next sync (provided the mail addresses match).
Deleting a User from PVID
You can delete a user from PVID; they will no longer appear in the Users tab, and will not be able to access tenant products. Note that you will still need to deactivate users in the tenant product instance to free up licenses and terminate resource(s) so that they will no longer be considered to have capacity.
To delete a user from PVID, from the Users tab, select Actions > Delete for the user you wish to delete.
Granting a PVID User Admin Rights
You can make additional users PVID customer admins:
- Locate the user you wish to make an admin - preferably this user is also an admin in the connected product (or can be converted to an admin in that product).
- Select Actions > Make Admin from the hamburger menu.
Resetting a User's Password
The Reset Password menu option is available if the user is configured to log in using a username and password. Note that passwords must have at least 12 characters.
- Locate the user (who has a check box in the Password column) and select Reset Password from the Actions menu.
- An email is sent that will walk the recipient through changing their password.
Activating, Deactivating Planview ID
To activate Planview ID, click the Activate Planview ID button in the top right corner of the product header.
Once Planview ID has been activated for a product all users will login in to that product with their new Planview ID email and password (if SSO has been configured, then the login process should remain consistent). It is important to ensure that all users have completed their Planview ID account creation before activating Planview ID for a product.
The button will be replaced with: "Planview ID activated"
To de-activate, select the Hamburger menu > Deactivate Planview ID. Note that once you deactivate a product from Planview ID, users will not be able to access the product through Planview ID and will revert back to logging in to the target product with their old usernames and passwords (if SSO was previously enabled, then those settings will be retained).