Inviting Extended Users to Moovila

An extended user is someone from outside of the enterprise who has been granted access to Moovila for interaction on projects. Oftentimes this is a customer or vendor who will be assigned tasks in a project, or who simply needs access to monitor progress. Below is a breakdown of how to add these users. You may also wish to read about Restricting Visibility in Projects to see how to limit visibility of sensitive information.

1. Click on the People icon in the left navigation to open People & Teams.
   
   
   
2. People & Teams opens. Select the team you wish to add the user to, or choose to create a new team for this user. Note that users will have access to projects to which their team has been assigned. If your extended user will need access to only a limited number of projects, it will be worthwhile to create a new team for them. Remember that multiple teams may be assigned to a project. Read more about teams here.
   
   To create a new team, use the "+" button at the base of the screen or click into the Create a New Team icon.
   
   
   The Create New Team dialogue opens.
   
   
   • Enter a team name.
   • Set the team type to "Extended" so that outside members may be added. Note that this setting may not be changed once a team has been created.
   • Click Create New Team.
     
     
3. The Edit Team dialogue opens. Click Add Member to add an extended user.
   
   
   
4. Click Invite by Email to enter information for the extended user.
   
   
   
5. Enter the first and last name, and email address for this user. Extended users must have email addresses that do not use your organization's domain. Click Send Invitation. The extended user will receive an email from Moovila and will need to follow steps to activate their account. Note that until their team has been added to projects they will not see any projects when they log into Moovila.
   
   
   
6. Once the extended user has been added, their role can be modified by clicking the Edit Members button in the Edit Team dialogue.
   
   
   
7. Click on the button associated with that user to change their role within the team. They cannot be made a leader, but may hold any of the following roles:
   
   
   • Member: This user can view all team activity, but can only edit and delete their own SmartTasks, not those created by others.
   • Viewer: This user can view activity, but cannot create or be assigned SmartTasks. 
     
     
8. An extended user's permissions on a project will be dictated by their role on that specific project. This is controlled at the project level. Open a project and click on the Project Name. 
   
   
   
9. The Edit Project dialogue opens. If the extended user's team does not already appear on this project, their team may be added by clicking to select a contributing team.
   
   
   
   
10. Then click on All Contributors & Access Management to edit access rights. This is done by clicking the displayed access rights button for that user until it reflects the rights level you wish to apply.
    
    
    • Member: Can view all tasks and edit those that they have created.
    • Restricted: Are unable to view or access the project.