5 Replies Latest reply on Jan 19, 2012 5:35 AM by David Tye

    Notifications in full projects <> team composition  --> how to best handle this?

    Erwin Storms Journeyman

      We encounter following situation:

       

      Team of 8 procurement people is continuously working on various projects (every buyer is allocated to his/her project).

      If we set the team composition, ONLY mentioning the relevant buyer, THEN the other buyers obviously have no access, cannot share best practises, copy previous projects/events, etc.

      To overcome this we now include all buyers into EVERY project team (we manage this via a template for full projects that we've developed).

       

      Now, unfortunately this results in everybody getting a lot of notifications from all projects (of which the majority is not relevant to them as it's not really "their" project). Changing notification preferences to avoid excessive emails/notifiactions is not an option as then the relevant buyer will not even get the relevant messages of his/her own project.

       

      So, we're stuck....

      What briefly, we want to obtain:

      • entire procurement team should have access to events/full projects of collegues
      • entire procurement team should be able to copy elements of any previous project (also if it's executed back then by another collegue)
      • buyer should only receive notifications of their own projects
      • notification preferences should remain such that a buyer keeps receiving information on projects on which he/she is actively working on

       

      Question: how do other companies get around this? ...hard to imagine we're the only ones struggling with this.

       

      Thank you!

        • Re: Notifications in full projects <> team composition  --> how to best handle this?
          Frédéric Henri Expert

          Hi Erwin,

           

          we are on 9r1 (CD version) but I think the following could apply for you as well

           

          we set up our template this way :

          - templates are 'Private to Team' so only if you're part of the team you will access and other buyers will not

          - we had 2  project groups in the team

              - Active Members : the project group has "Active Team Member" role by default, and the project group is empty

              - Observer Members : the project group has just "Observer Team Member" role by default

              by default we have the group for the procurement team added in the template so they are automatically observer of all projects created

           

          when creating the project, the buyer in charge can add other buyers in the Active Members so those added users will receive the notification and can act as the owner of the project

           

          regards,

          Fred

            • Re: Notifications in full projects <> team composition  --> how to best handle this?
              Erwin Storms Journeyman

              Hi Fred, thanks for your input. We also work via a template (mentioning all 8 buyers as "owners" to enable them all to have full rights in the projects).

               

              Maybe I'm not entirely updated on the "members" definitions, but in your case: can the observer team members look up old events and copy content from those event into their new ones?

              In addition, don't the observers get all messages as well for those projects?

              best regards, Erwin

                • Re: Notifications in full projects <> team composition  --> how to best handle this?
                  Frédéric Henri Expert

                  Hi Erwin,

                   

                  If you had users as owner in the template, they will be able to make modification of the template (owning the template) but they are not normally copied to the project (at least in cd version)

                  when creating a project, the project owner is only set with the user who created the project.

                   

                  for the observer, they can access any projects and reuse content if they create a new project. (adding new content and browsing previous events)

                  the observers do not get messages.

                  If a specific buyer needs to receive the notification for a project, the buyer in charge must manually add him in the active team members that we added.

                   

                  Thanks,

                  Fred

                    • Re: Notifications in full projects <> team composition  --> how to best handle this?
                      Erwin Storms Journeyman

                      Dear Fred, ok - thank you for clarification. Best regards, Erwin Storms

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