This article describes how to automatically place users into a project when the new project record is 'saved', based on the selected Project Type. Select Security/Memberships to open the Configure Project Automated Memberships page.

Prerequisites:

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Project visibility and access within e-PlanREVIEW® (EPR) may be regulated by Administrators through the user role permission settings. While Agencies can keep all projects visible/accessible to most users, those which prefer to regulate projects more tightly can make Project Team Membership a requirement in order to work on a project. Agencies who use this additional requirement should be familiar with the ways that users can automatically become a Project Member as well as how to set up one or more Automated Membership Distributions to help fill any gaps where none of the other methods apply.

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In this article:

About User Roles and Permissions

EPR permissions are designed with the following assumptions:

1. Each user is assigned a user role (administrator, project coordinator, project manager, reviewer, group manager or contributor)
2. User role permissions are configured to control how users interact the features and functionality of EPR.

About Project Memberships

EPR is also designed with the assumption that:

1. A project 'team', consisting of one or more users, must be created to complete the plan review project.
2. Users who are part of a project team may interact with the project based on their user role and the configured permissions.
3. Users who are not placed into a project team will not be able to view/work on on the project.

About Membership Templates

To streamline the process of creating team members for new projects, EPR provides the ability to configure membership 'templates' that include a selected Project Type and a list of users (the Team). 

When a new project record is created and a Project Type is selected, the configured users are automatically inserted into the project team when the new project is initially saved.

The screen shot below of the Memberships page provides the ability to:

• View existing membership distributions.
• Edit existing membership distributions.
• Add new membership distributions. 
• Inactivate specific membership distributions from being triggered.
• Disabling all memberships distributions from being triggered.

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Automatically creating Project Teams

Follow the steps below to configure a project team member 'template' that can be used to automatically assign users to a new project, after a project Type has been selected the new project is initially saved.

1. Select Permissions/Memberships from the navigation panel to open the Memberships list page.
2. Choose the add button at the lower right hand corner of the page.
3. Choose a Purpose and Project Type.
4. Place a check mark next to the user(s) who should be automatically included in new projects for the selected project Type.
   1. At a minimum, include a Project Coordinator and/or Project Manager.
   2. Include Group Managers who are responsible for managing their plan review staff.
5. Choose CONFIRM.

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Additional Rules regarding Project Team membership

Regardless of whether membership distribution records have been configured, a project team record will automatically be created:

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Automated Membership Distributions

Creating one or more Automated Membership Distributions for any users who are not expected to become project members through other methods can ensure staff always have access to project records. Automated Membership Distributions can be managed by navigating to Settings > Security > Memberships.

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Create a Membership Distribution

To create an automated membership distribution:

1. Click on Add ( ) in the lower right corner to create a new membership distribution.

2. In the “Add/Edit Memberships” pop-up, make sure the Active toggle at the top is pointed to the right.

3. Click on the Purpose drop-down. The distribution will only apply to the selected Purpose.

4. Click on the Project Type drop-down. The distribution will only apply to the selected Project Type.

5. From the table, select one or more users who should be automatically added as project members whenever a new project is created with the matching Purpose and Project Type. If you have a large user list, you can:

   1. Type into any of the headers at the top of the table to search for either a specific user, user role (using the abbreviation), or filter for members of a specific group

   2. Alter the number of rows displayed when you scroll (found at the bottom of the table)

   3. Navigate between records using the Next and Previous buttons (found at the bottom of the table)

6. Click CONFIRM to save the automated distribution.

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Edit a Membership Distribution

Automated Membership Distributions should be updated whenever new staff are onboarded or former staff exit the Agency.

To edit an existing membership distribution:

1. Navigate to the record you want to update and click on Edit ( ) on the right.

2. In the “Add/Edit Memberships” pop-up, either:

   1. Select or deselect users as needed to update the distribution list.

   2. Click on the Active toggle at the top to disable the distribution altogether. When it switches to the left, the distribution becomes inactive and will not trigger again unless reactivated.

3. Click CONFIRM to save the automated distribution updates or click CANCEL to undo any changes.

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Delete a Membership Distribution

Automated Membership Distributions should only be deleted if they are never going to be used again. If there is a chance you will reuse a membership distribution in the future, or if it simply needs to be modified, consider editing it instead.

To delete an existing membership distribution:

1. Navigate to the record you want to remove and click on Delete ( ) on the far right.

2. A message pops up asking you to confirm that you want to delete records.

3. Click DELETE to remove the automated distribution entirely or click CANCEL to keep the record.

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