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
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 Bookmark 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 Lead Project Manager or the Lead Project Executive of a project you will see the option to change a project member's Project Role. If you are not the LPM or the LPE you will not see the option to change a project role.
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 drop-down.
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.
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 Bookmarked a user and now want to invite them to collaborate on your project using INGENIOUS, you can do so using 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.