People
Users & Contacts
The people of your over.vu ecosystem are all maintained on the Users and Contacts table, called People. It can be accessed using the navigation bar on the left. This is where you will control who has access to each project, application, and even the platform itself. One of the most important distinctions between people is whether they are a ‘User’ or ‘Contact’.
Users
‘Users’ are those who have platform access to your over.vu environment. When a new user is added, they are sent an email to the address used to create their database entry. That email provides them a link to set a password for their new over.vu account. Anyone who needs to login and access over.vu must be added to the People table as a User.
Contacts
‘Contacts’ are people in your database who don't need to interface directly with over.vu. You might add someone as a Contact because a project wants to add them to the automatic email generation from over.vu, or you may want their contact information in a place that's easy to reference. They are not sent a sign-up email when added to the database because they are not given platform access.
Contacts can later become Users and User access can be revoked by changing the User/Contact toggle on their database entry. Changing a contact to a user will send them a sign-up email to create their account and changing a user to a contact will revoke their platform access. When offboarding people completely, it’s best to switch them to contact, revoke any Application or Project specific Roles they may have, and then Archive them to ensure they no longer have any access to the platform or continue to receive communications.
To add a new person to the database:
Navigate to the People table by selecting People on the left sidebar
Click the Create button on the top right
Choose Create Person to add a single person
Fill out their name, email, and company
Choose whether to make them a User or Contact by using the toggle on the bottom left
Click Save
To offboard a user from the platform:
Click on the user’s entry in the table
Toggle their ‘User’ status and possibly Admin status to "off"
Remove any specific Platform, Application, or Project Roles
Click on the triple-dot icon on the top right
Click ‘Archive Person’
Companies
Companies your organization interacts with can also be added to the Companies Table. Each new person you add to the People table needs to be assigned to a company, and companies can be used to quickly add their members to various over.vu features.
To create a company:
Navigate to the Company table by selecting Companies on the left sidebar
Click Create Company on the top right
Add the Company’s name, website url, address, and an optional description
Click Create
Roles & Permissions
Manager is used to control User access to each Application on the platform. Roles are configured per Application and per Workflow Project. Each project can set its own custom Roles and Permission structures. It’s best practice to assign only the Roles and Permissions strictly necessary for each user to perform their duties. Custom Project Roles need to be created before they can be assigned.
To create a role:
Navigate to the Roles tab on the left sidebar
Choose the Application you want to create a Role for
If you’re creating a Workflow Project Role, then select the Project this Role will belong to
Click Add Role on the top right
Give it a Name and Description
Use the Toggles to turn on specific permissions
For Workflow Roles, there are two sections—General and Jobs/Tasks.
To assign a role:
Select a user from the People table or Search for a User
Click on the application you want to assign roles for from the top of the page
Toggle on access to that application
For workflow, then select a Project
Toggle on all Roles the user needs. Users can have multiple Roles for each Project or Application
Projects
Workflow Projects are created, renamed, and archived from Manager. Once a project is created, you can assign it a Project Lead. A Project Lead receives the Admin role in that project and makes it easy to see who is managing the project from the Workflows Project selection screen. And projects can be set to Private to hide them from any users without a role in that project.
To create a Project:
Navigate to the Projects tab on the sidebar
Select Create Project
Give it a name and description
Click Create Project
Wrap Up
Now you know:
The differences between Users and Contacts
How to add new Users and Contacts
How to add Companies
How to manage Roles & Permissions across over.vu
Next up:
The next lesson of this course covers some additional features present in Manager.