Overview
The Project Team/Directory in INGENIOUS.BUILD centralizes collaboration by streamlining the addition and management of contacts across projects. With tools to track directory statuses, manage invitations, and ensure seamless integration of vendor and client information, it enhances efficiency and communication for project teams.
Prerequisite
We recommend adding Contacts, Companies, and Employees to your company's workspace before setting up the Project Directory. Having this information already entered will speed up the creation of the Project Directory.
Process
Adding Contacts to the Project Directory
Using the Project Navigation Menu, open Project Team / Directory. The Directory will automatically list your company and your Client's company (if applicable). Your Client's company is chosen when adding a new project.
TIP: When you enter vendor contracts, those vendor companies will also populate the directory automatically. In this case, there is no need to add them to the directory first.
Click Add Project Members in the upper right-hand corner.
Search for the contact using their Email, Company, or Name. If you find the contact you are looking for, choose For Record or Invite. Choosing Invite will send the user an invitation to collaborate using INGENIOUS.
If you do not find the contact you are looking for, add a new contact by typing their full email address and filling out the required fields.
Click Save.
Project Roles
If you are the Primary Contact or Secondary Contact for a project, you will have the option to change a project member's Project Role. Users who are not designated as the Primary Contact or Secondary Contact will not have access to this option.
Select the project role drop-down next to the desired employee whose project role you would like to change.
Select the new project role from the dropdown.
If the project role you would like to assign doesn't exist, their Additional Project Role will need to be updated on their employee's page.
Important:
This will affect the permissions they have to Create or Approve certain financial items such as the Budget, Contracts, and Invoices.
This may also affect if they are listed in an Approval workflow if an Approval workflow template is used that contains pre-determined project roles.
Project Directory Statuses
A company on the project directory will have one of the following statuses:
Added - this company was invited to collaborate using INGENIOUS, and a user at that company has accepted the invitation.
Off-system - this company is not collaborating using INGENIOUS.
Pending - this company was invited to collaborate using INGENIOUS, and a user at that company has not accepted the invitation.
Removing a User from the Project Directory
If a user is tied to another item, for example, an executed contract, they cannot be removed from the project directory.
Users without a dependency, such as a contract, can be removed by an Administrator, Project Executive or by the user who added them only.
Remove a user from the directory by clicking the Trash can icon next to their name. You can also remove a company and all of that company's associated contacts by clicking the 3 dots > Remove Company.
Note: If you cannot remove a contact or company, it may be because only the user who added them has the necessary permissions. To identify who added them, go to the Project Team/Directory, select the Timeline tab, and review the actions to see who added the contact or company. That user will have the ability to remove them.
Managing Project Directory
Expand and collapse company sections for easier management and navigation. Use the Collapse All button in the top right to collapse all.
Use the Search Bar to search for a specific company or contact.
Managing Project Invitations
If you previously added a user as For Record only and would now like to invite them to collaborate on your project using INGENIOUS, you can do so through the Project Directory.
Click Add Members. Find the bookmarked user and click the "x" next to their name.
Then, search for the user and choose Invite.
Click Save.
The user will now be listed as Pending. They will receive an email invitation to join INGENIOUS and collaborate on this project.
The Project Directory allows you to manage project contacts, invitations, roles, and company participation, ensuring the right users have appropriate access and collaboration permissions throughout the project lifecycle.