Control access to a server project

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Project Owners control user access to the project by assigning each team members to a project user group with appropriate permissions. Project Owners can also disable guest access to the project—when guest access is turned on, any user with access to the NVivo server, can open and view the project.

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How Project Owners control access to a server project

If you are the Project Owner, you can control access to your project by adding users to project user groups, and by enabling or disabling 'guest access'.

A project user group is a collection of users who are permitted to do the same things within the project. By adding a user to the appropriate group, you control what they can do in the project.

There are three project user groups in an NVivo project; Readers, Contributors and Project Owners:  

• Readers have the least permissions—they can only view the project.

• Contributors can view and modify the project, but they cannot do 'project management' tasks.

• Project Owners have the most permissions. They can modify project content and they can perform project management tasks— for example, modify project properties, and manage user access.

Refer to Group permissions: Readers, Contributors and Project Owners, for detailed information on project user group permissions.

If you create a new server project, you automatically become a Project Owner. There can be more than one Project Owner. If you want another team member to assist you with project management tasks, you can add the team member to the Project Owners project user group.  

When you create a new server project, you are the only user. As Project Owner, you can give other team members access to the project by adding them to the Readers or Contributors project user groups.  

'Guest access' allows any user who has access to the NVivo server to view the project. By default, guest access is enabled, but the Project Owner may choose to disable 'guest access' to the project. If the Project Owner disables guest access, only members of the Readers, Contributors or Project Owners project user groups can access the project.

NOTE  Project Owners control access to their projects, but access to the NVivo server is controlled by your server administrator. The server administrator assigns users to server user groups—these groups control what the group members can do on the server. All server user groups can connect to the server, but only members of certain server user groups can create new projects.

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Control access using Windows user accounts or Windows group accounts

Project Owners can give access to the project to individual users, or to groups of users.

You can give an individual user access to your project by adding their Windows user account to a project user group.

You can give a group of users access to your project, by adding a Windows group account to a project user group. For example, if you want everyone in your department to be Contributors in your project, you can add the department's Windows group account to the Contributors project user group. New department member get access to your project, when they are added to the department's Windows group account.

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Group permissions: Readers, Contributors and Project Owners

Each project user group has an associated set of permissions. For example, if  you are a member of the Readers group you can view but not modify the project.

Project user group permissions are listed below:

Action	Readers	Contributors	Project Owners
View the project	Yes	Yes	Yes
Copy the project	Yes	Yes	Yes
Change the project (add and delete project items, edit, code, annotate etc)	No	Yes	Yes
Modify project properties	No	No	Yes
Manage project users	No	No	Yes
Clear the project event log	No	No	Yes
Import structure or content from another project	No	No	Yes
Export the project	No	No	Yes
Compact and repair the project	No	No	Yes
Delete project	No	No	Yes

Add a member to the Readers, Contributors or Project Owners group

If you are a Project Owner,  you can give other team members appropriate access to the project, by adding them to the Readers, Contributors or Project Owners group.

You can give a team member access to your project by adding their Windows user account name to a project user group. You can give a group of users access to your project, by adding a Windows user group as a member of a project user group— this can be useful if you want to give all members of your department the same access to your project.

CAUTION  Project Owners have full permissions and are able to delete the project. You should only add trusted team members to the Project Owners project user group.

1. Click the File tab and then click Project Properties.

The Project Properties dialog box opens.

2. Click the Users tab, then click the Groups tab.

3. In the Project Groups list, select the project group to which you want to add a member.

4. Click Add. The Select Users or Groups dialog box opens.

5. In the From this location box, enter either a server name or a Windows domain name.

6. In the Enter the users or groups to select box, enter one or more Windows user or group account names. Use semi-colons to separate multiple entries.

7. Click the Check names button, to verify the Windows user and group accounts you have entered.

8. Click OK to add the user to the group.

9. Click OK to close the dialog box.

NOTE  If guest access is enabled, any user with access to the server can view your project— refer to Turn on or off guest access to the project for more information.

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Remove a member from the Readers, Contributors or Project Owners group

If you are a Project Owner, you can remove members from project users groups.

1. Click the File tab and then click Project Properties.

The Project Properties dialog box opens.

2. Click the Users tab, then click the Groups tab.

3. In the Project Groups list, select the project group you want to change.

4. In the Group Members list, select the Windows user account, or Windows group account that you want to remove.

5. Click Remove.

6. Click Yes, to confirm.

7. Click OK.

NOTE  

• If you remove a Windows user group from the Group Members list, you remove access for all members of the Windows user group.

• Removing a user from the Readers, Contributors and Project Owners groups, does not remove their user profile from the project. If the user has worked on your project, their profile remains, and their past work is still associated with their profile. If you also want to delete the user profile, you must do this separately— refer to Remove (and merge) project user profiles for more information.

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See what permissions an existing user has in the project

1. Click the File tab and then click Project Properties.

The Project Properties dialog box opens.

2. Click the Users tab.

3. On the Users tab, select the user you want to check.

The Selected user is a member of box shows the project user groups that the user currently belongs to.

NOTE  

• The users project shows all the users who have contributed to the project, even users accessed the project in the past, but currently do not have permission to access the project.  

• If a single individual has worked in the project under two different user profiles, you can use the remove function to merge the two user profiles—refer to Create, view or change user profiles for more information.

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See which users are currently connected to the project

1. Click the File tab and then click Project Properties.

The Project Properties dialog box opens.

2. Click the Users tab.

3. On the Users tab, view the list of users who have contributed to the project.  The Connected check box indicates whether the user is currently connected to this project.

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Turn on or off guest access to the project

If guest access to the project is turned on, any user with access to the NVivo server, can open and view (but not modify) your project. By default, guest access is enabled.

If guest access is turned off, the Project Owner controls all access to the project— only users who are members of a project user group can access the project.

1. Click the File tab and then click Project Properties.

The Project Properties dialog box opens.

2. On the General tab, select or clear the Guest access check box.

3. Click OK.

NOTE  You must be a Project Owner to turn on or off guest access— refer to Collaborate in a server project for more information.

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Related topics

• About NVivo Server

• About teamwork

• Collaborate in a server project

• Create, view or change user profiles