Configuring Membership Distributions

Owned by Stacy Reno (Unlicensed)
Last updated: Aug 06, 2024 by Jorge Raya-Navarro
3 min read

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.

Prerequisites for creating automated membership distributions:

  1. Project Types must be configured. See Managing List Types and List Items.

  2. User accounts must be created. See Managing User Accounts.

  3. Permissions must be set. See Permission Dependencies for Project records.

 

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.

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.

When a new project is created, applicable membership distributions will be triggered only if the Auto Membership Distributions toggle at the top of the page is pointed to the right (“ON”) and there are active ( ) memberships.

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.

Automated Membership Distributions do not update automatically when user accounts are deleted or inactivated, so remove any users who are no longer with the Agency as quickly as possible.

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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