Here you can learn how to manage project access and billing settings for external users.
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:
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.
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.
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.
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.
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:
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 -
I agree to cover the cloud service license costs for external user added to Project Team -
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.
To manage access and billing settings for external users invited as external supply chain organization (client, partner, vendor, and subcontractor organizations) follow these steps:
Use the “Usage costs” column to configure billing settings for each invited external supply chain organization -
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.
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.
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:
To view and/or modify the Project Access and Billing Settings, a user must have at least one of the following roles/permissions:
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).