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Licensing, Cloud and Web Services Wiki Access and Billing Settings
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    Access and Billing Settings

    Overview:

    Here you can learn how to manage project access and billing settings for external users.

    How to add or invite external users to a project?

    Generally, it is recommended that users from external organizations (clients, partners, vendors and subcontractor organizations) would be invited as external organizations. Then they would only see the data that was explicitly shared with them or they have created themselves.

    If your project is a Joint-Venture project with users from multiple organizations working as a single team (or you need to have external consultants embedded into your internal team) and they need to have access to all your project data, then add such users to your Project Team Members.

    Supply chain setup example in ProjectWise Connect Portal

    In the example above Owner/Operator client organization has external consultants embedded into their project team and shares all project data with them (e.g. so that external consultants could help them review incoming vendor documents).
    At the same time, the Owner/Operator has invited EPC as external supply chain organization to collaborate with on this project. In this case EPC can only see the data that has been explicitly shared with them by the Owner/Operator (and vice-versa).

    The EPC on the other hand doesn’t have any external consultants added to their internal project Team Members list. Instead, EPC has General Contractor and Design Firm organizations invited as external supply chain organizations.
    This allows EPC to communicate with their own supply chain effectively (use same solution working with client and supply chain organizations), and without Owner/Operator knowing anything about the lower tier suppliers (this helps EPC secure their intellectual property and supply chain details).

    Supply chain management benefits:

    • Trust & data ownership:
      • Each collaborating company owns their project data. Always.
      • Each organization’s intellectual property (IP), contractual communication and project status dashboard are safe and cannot be accessed by external organization users by mistake.
      • None of participating companies could be kicked out of their project and loose access to their project and contractual communication data – no need to create copies.
    • Self-service user & permission management:
      • Each company has self-service administration for all their settings, users, permissions.
      • No administrative overhead for inviting/hosting company to manage users of external supply chain orgs
    • Integrated and efficient cross-organization workflows:
      • Enables smooth data flow through supply chain organizations and automating cross-organization workflows

    Who pays for external users added or invited to project?

    By default, when adding or inviting external organization users to your project, you agree to pay for their cloud services usage costs. This can later be modified in the “Manage project access and billing settings” dialog.

    Adding Internal project team members

    If your project is a Joint-Venture project with users from multiple organizations working as a single team (or you need to have external consultants embedded into your internal team) – to add external users into your project team go to “Project Team Management” page.

    1. In the Project Team Members tile, click on "Manage" link.

    1. Click on the "Add User(s)" button.

    In “Add Team Member(s)” dialog change the filter option to “Email”, enter external user email address and click “+” button.

    Optionally enter a message into the “Project invite message” field and click Add User(s).

    By default, when you add external users as project team members to your project, you agree to pay for their cloud services usage costs. This can later be modified in the “Manage project access and billing settings” dialog.

    Inviting External Organizations

    To invite external users as external supply chain organization (client, partner, vendor, and subcontractor organizations) go to “Manage External Organizations” page.

    1. In the Project External Organizations tile, click on "Manage ".

    2. Click on the "Invite Organization" button. In the “Invite External Organization” dialog.

    3. Enter the primary point of contact email address. Optionally enter a custom message and click “Send invite”.

    By default, when you invite external organization to you project supply chain, you agree to pay for their cloud services usage costs. This can later be modified in the “Manage project access and billing settings” dialog.

    **Please note: The license model used by both the Project Owner and the Invited user effect the billing model.  If an invited user (external) has a practitioner license, they will only be able to access the project during a 30-day trial. 

    ** Coming soon: How to manage access and billing settings? **

    Manage access and billing settings for Internal Project Team users

    If your project is a Joint-Venture project with users from multiple organizations working as a single team (or you need to have external consultants embedded into your internal team) – to manage access and billing settings for external users added to internal project team follow these steps:

    1. In the Project Team Members tile, click on "Manage" link.

    1. Click on the "Manage Access and Billing" button.

    3. On the Internal Project Team tab, there are two checkboxes. Below is a brief description of each checkbox

    Allow adding external users to Project Team -

    • When enabled, this setting allows you to add external users (external consultants or Joint Venture project ) as team members to your project team.
    • When disabled, you can only add team members from your organization to your project team.

    I agree to cover the cloud service license costs for external user added to Project Team -

    • When enabled, this means that your organization agrees to pay for external users added to your project team members list. An example of this would be a Joint-Venture project where the cloud service costs are paid by the organization that has setup and owns the project.
    • When disabled, the external team members you are adding to your project will be responsible for their own license costs for this specific project. An example use case for this is when each Joint-Venture partner organization would like to pay for their own users cloud service licenses.

    When you add external users as project team members to your project, you agree to pay for their cloud services usage costs, therefore the “I agree to cover the cloud service license costs for external user added to Project Team” checkbox is enabled by default.

     

    Manage access and billing settings for External Organizations users

    To manage access and billing settings for external users invited as external supply chain organization (client, partner, vendor, and subcontractor organizations) follow these steps:

    1. In the Project External Organizations tile, click on "Manage ".

    1. Click on the "Manage Access and Billing" button.

    1. You will be presented with External Organizations tab

    Use the “Usage costs” column to configure billing settings for each invited external supply chain organization -

    • When “Covered” checkbox is on, you are agreeing to pay for external supply chain organization users’ cloud services usage costs for this project.
    • When “Covered” checkbox is off, each external supply chain organization is paying for their users’ cloud services usage costs.

    When you invite external organization to you project supply chain, you agree to pay for their cloud services usage costs, therefore the “Covered” checkbox is ON by default.

    Note: If another organization is already paying for the cloud services usage costs for a specific external organization invited to this project, then the “Covered” checkbox will be disabled for you. Only one organization can pay for selected organization usage in a single project at any given time.

    When your cloud services usage costs are being covered by an external organization

    If your ProjectWise project cloud services usage costs are being covered by an external organization that has invited you to collaborate, you will see “Your Project’s Status” section appear in Internal project team tab. It will show which organization is covering your cloud services usage cost at the moment.

    ProjectWise cloud services supporting Project Based Accounting:

    Below is a list of cloud services that support Project Based Accounting. If you agree to cover the cloud services license cost for the external users added or invited to your project, their usage of the following services will be automatically included into your organization's usage report:

    • ProjectWise Web Connections
    • Deliverables Management
    • Project Insights
    • Portfolio Insights
    • Issue Resolution
    • Forms
    • ProjectWise 365 Portal

    Who can modify the settings?

    To view and/or modify the Project Access and Billing Settings, a user must have at least one of the following roles/permissions:

    1. “Manage Project Access and Billing Settings” permission under Project Role Management --> General Permissions --> Administration .
    2. Administrator, Co-administrator, or CONNECT Services Admin role in User Management.

    Note: A user must be in the same organization as the project if they want to modify the billing settings. A user cannot access billing settings for an external project (owned by another organization).

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    • Glenn Fernandes Created by Bentley Colleague Glenn Fernandes
    • When: Thu, Jul 18 2019 4:35 PM
    • Glenn Fernandes Last revision by Bentley Colleague Glenn Fernandes
    • When: Wed, Dec 7 2022 1:53 PM
    • Revisions: 35
    • Comments: 0
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