Creating User Accounts

There are 3 types of user accounts in ChangeRequest, each representing a different group of users with corresponding roles, responsibilities and permissions. Through the user accounts, works are linked together forming an organized sequence of connected steps. . This sequence of steps is referred to as workflow, and the people involved in the process are commonly referred to as the participants of the workflow or the users of the software. When you assign a work (called case) to another participant or vice versa, a relationship between the two of you is established. This relationship is the line that connects the step that you have been involved with to the other steps that make up the entire process.

The participants of the workflow together with their roles and responsibilities are shown in the following table:

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Because workflow depends hugely on the participants, it is important that every one of them has their own user account. The account defines their role in the workflow and the role that they have defines the features in the software that they can take advantage of. For example, if you are a Project Manager, you can view the Time Tracking Reports of other participants. If you are an Analyst, you can only view your own reports.

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To create a user account, do the following:

  1. Go to Settings > Accounts, Projects and Permissions > Accounts. After doing this, a page will appear like the one shown here.

    Note: The Account sub-tab shows you the list of all of the Client, Analyst and PM accounts in the system. Anyone who has access to either end of your ChangeRequest.com account will be in this list. Clicking on the Edit button will enable you to edit the information of an existing account, while clicking on Login will give you access you to that account.
  2. Click on the Add New Account button.
  3. In the Account Information area, do the following:
    1. In the Email box, type a valid email address that will also serve as the username of the account owner.
    2. In the First Name and Last Name boxes, type the information being asked.
    3. In the Password box, type the password in length of 4 – 20 characters.
    4. In the Type dropdown list, select the role of the user who will own the account. If you select Client, you will be required to supply the Company of the user, and the Project that this account can have access to. As you type the first letters of the company/project name, the list of companies/projects that match your entry will appear. It is required that you use an existing project within the system.
  4. In the Optional Information area, do the following:
    1. Select the Email Notification checkbox if you want the account owner to receive email notifications from the system.
    2. In the Team box, type the name of the team where the account owner will be assigned to. As you type the first letters of the name, the list of teams that match your entry will appear.
    3. In the Title box, type the job title or position of the account owner.
    4. In the Office Hours box, type the work schedule of the account owner. Be sure to include the timezone.
    5. In the Skype User, Messenger, Phone, and Fax boxes, type the contact information being asked.
  5. Click on the Save User button.

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The number of accounts that can be created is unlimited. For every PM account created, the site permissions are set. These will determine if the account owner can perform functions such as the following:

  1. Create Accounts – With this permission ON, you can (1) create/edit PM, Analyst and Client accounts, (2) view Account Info of all users through the People tab, (3) create/edit teams, (4) record client information, (5) define project specifications, and (6) change permissions for other PM accounts.
  2. Send and check status – With this permission ON, you can (1) create and send invoices to clients, and (2) check whether the invoices you have sent are paid or not through the Projects or Billing tabs.
  3. Report for productivity – This authorizes you to generate and review reports such as Client Status and Time Tracking in addition to the System Reports that can be viewed by default.
  4. Create Subscriptions (add, edit, suspend) – With this permission ON, you can (1) create and send recurring or subscription invoices to clients, and (2) check their status through the Projects or Billing tabs.
  5. Switch between accounts – This gives you the ability to log into other user accounts without having to log out of your own account. Project Managers use this permission to examine what the other users encounter in their accounts in times that a system bug is reported.
  6. Report for payments – This authorizes you to generate and review the Financial Reports in addition to the System Reports that can be viewed by default.
  7. Configure System Settings – This enables you to configure your System Logo, System Features, Paypal and Authorize, Workflow, Email Gateway, Case and Project Fields, Email Message Templates, Scheduled Tasks, and Billing settings.

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To set the permission for PM accounts, do the following:

  1. Go to Settings > Accounts, Projects and Permissions > Permissions.
  2. Using the checkboxes, select the permissions that you want to give to every PM’s in your system. As you click on a checkbox, the change is automatically saved.

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