Guests are external users with limited access to the elements of the system (reading or edition only), that were made available to them directly.
Elements that can be made available to guests are:
Each user, who has the “allow you to manage guest access” option switched on in his advanced privileges can grant guest access. Users that have their roles set as administrator or manager have this option switched on as default.
Users without access to guest management don’t even see the option of guess access. User cannot grant access, because he cannot see the action for access management and cannot see “Guests” tab in his account settings because option of granting access is inactive for his role level.
Guest may be added by sharing an element wit him. To do so, choose “Share” option by the given record or by the detailed view of chosen element.
After clicking at the sharing action the window will appear to fill up with:
Both fields are obligatory.
The same element may be shared with several individuals at the same time. To share with more people one has to click the blue “Plus” button. After the operation, the field will appear to be filled up with email address and type of access.
To remove the guest from the list one has to click the “X” button.
To confirm the action of giving access one should click the green “Share” button.
In the case of elements that were already shared with guests, the list of emails will be filled up with addresses. At this stage the user can:
Guest access can be managed in the settings of the guests list (described in sections 6 and 7). There the user may see the list of all elements with access granted to each guest.
After adding guests, removal of guests or change of their access type one should click the green “Share” button again. This will update the status of guest access and:
In the window, where the access is being granted, there is a section where one must choose the right type of access. There are two options available:
Guest cannot add, archive, or remove elements from the system.
Guest with access to elements of the system receives an email with the invitation. In the message, there is a link to accept the invitation.
After clicking on the link the login/register screen will appear.
Guests that have no profile in Firmbee fill up registration form with their details:
If a guest has the account in the system already, after the acceptance of the invitation the logging form appears. After logging the guest has to choose the account with the shared element. The access level next to the name of the account will be set as a guest.
The guest has restricted access to applications. Guest can see elements shared with him directly. For example: if project “XYZ” was made available to the guest, the guest will see the “Projects” tab with the “XYZ” project on the list.
Access
Additionally to all shared elements guest has access to:Lack of access
Guest don’t have access to:Restrictions in project/HR project
Projects and HR projects are shared with guests with several restrictions:The following details are visible in the table:
After this operation, the guest edition window will appear.
Users with guest management options switched on can block guest access to certain elements of the system or deactivate their profile.
To restrict access to certain elements o the system one should choose the “Edit” option next to the given name of the guest. The window of the guest edition will appear with the list of elements available to him. Any element can be removed from the list with the “X” button. The type of access (edition or reading) can be changed on the list as well.
Guest deactivation
To deactivate the guest’s profile one should change the switch position to inactive. After this action, the confirmation window will appear.
After guest deactivation, he won’t be able to log to his account. Each time the guest will try to log into the system he will get the information about incorrect login or password (he won’t be able to reset his password).
Information about the fact that the guest is inactive will appear on the guests’ list next to his name.
The guest profile may be activated back by changing the switch next to his name into active position. After reactivation guest will obtain the same privileges as before deactivation.
The quest can be transformed into rightful user of the system. To do so one should open the list of guests and choose the option Transform into user under the ellipsis sign.
The window with the role selection field will appear on the screen. Selecting of the role is mandatory.
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