Who is this article for?

Please Review Administrators managing workgroup members.

Administration access will be required to follow this guide.

Administrators can efficiently manage workgroup members by adding or removing users, assigning specific roles, and controlling access to documents within the review process. This ensures streamlined and organised participation, contributing to effective document assessments and reviews.

1. Workgroup Member Management
2. Adding Users
3. Editing Users
4. Removing Users
5. Importing Users
6. Further Reading

Workgroup Member Management

Clicking on ‘Members’ will display the Workgroup 'user management' screen:

Note: this screen and the options on it (including Import Users and Add User) is Workgroup focused.

Adding Users

• Selecting the ‘Add User’ button from the Workgroup User Management screen opens the Workgroup 'user administration' screen:

• To add a user that is already known to Please Review, search for the user.
• Searching for ‘*’ will return all users.

• Clicking on ‘Select’ will open the ‘add user to workgroup’ screen which provides options for adding the user to the workgroup:

Note: If the user is already a member of the workgroup this will open the ‘edit user’ screen:

• Selecting the ‘Add New User’ button from the User Administration screen will open the ‘add user to workgroup’ screen:

• This is like ‘Add New User’, accessed from the ‘users’ menu, except that it is workgroup focused and the user will be added to the selected workgroup.

Editing Users

• Selecting ‘Edit’ opens the Workgroup Edit user details screen. This is different from the Edit user details screen accessed via the ‘Users’ menu in that it is workgroup focused and therefore contains options pertinent to the selected workgroup. See below:

• The ‘Workgroups’ button opens the Select User Workgroups screen – see above.
• ‘Delete’ will permanently delete the user from Please Review, this can only be done if the user is not
  included in any reviews.

Removing Users

Selecting ‘Remove’ from the workgroup user management screen will remove the user from the workgroup. It will not delete the user from the system.

Note: If you attempt to remove a user who is in a current review you will be warned as follows:

• If the user is a Review Owner, their reviews will automatically be set to ‘Complete’ and therefore will
  no longer be valid.
• If the user is a Reviewer, they will no longer have access to the reviews but will still be listed as a Reviewer on the review.

Importing Users

Full instructions for importing users are included on the 'import users' screen:

• Password setting will depend on System configuration settings.
• It is not possible to suppress the automatic welcome email notification for Please Review Native users, which tells them that they have been added to Please Review.

Further Reading

• How to Configure Workgroup Roles
• Introduction to Workgroups
• How to Manage Workgroups