Department User Managers can manage the permissions of Department Users and of Project Users. Note that a person cannot be both a Department User and a Project User at the same time. If you wish to set someone up as a Department User, you must delete them as a Project User first, and vice versa.
To add someone as a Project User, click on the Manage Permissions ‘By Project’ tab under User Management.
A list of your projects is displayed.
Filter and search
Filters are provided to help locate a specific project or user.
Enter any part of a project code or project name into the Filter Projects box. The list of projects is immediately filtered to display any matches.
Enter any part of a Single Sign On (SSO) username or a person’s name into the Filter User by SSO or Name box. A list of matching results is displayed. Select the correct match, then click Search. Projects to which the user has access are displayed. This function is useful when you want to establish which projects a person has been added to.
Clicking on Clear will clear the filters and refresh the screen with the full list of projects.
Adding a new project user
Click on the project to which you wish to add a new user. The project expands to display a list of the top tasks that make up the project, together with existing project users. The end date last logged in date for existing users is included.
Add the new user’s SSO into the SSO username box, and their name into Full name box. Enter their contract end date, if known, into the End date box. Tick the top tasks to which you wish to grant access. In many cases there will only be one top task, sometimes there will be more. Access can be limited to just one top task, if required.
If you are the lead department in a collaborative project, you will also be able to grant the new project user access to the top tasks of partner departments. However, if you are the partner department in a collaborative project, you will only be able to grant the new project user access to your department’s top tasks.
Once you click Add User, the new user is added to the list of project users for this project. The next time that person logs in to MARS, they will see this project on their ‘My Projects’ list.
Editing and deleting a project user
Navigate to the project whose users you wish to manage. A list of current users is displayed. Click the red Edit button to edit the person’s name or end date. SSO username cannot be edited, as it is a unique identifier in the MARS system. If you have entered the wrong SSO username, you will need to delete the user and enter a new user with the correct SSO.
To delete a user, click the red Delete button. A warning message is displayed, which you can confirm if you are sure you wish to proceed. Once you confirm the deletion, the user is de-activated in MARS and will no longer be able to log in.
Expiry of project users
Project users will lose access to MARS in the following situations:
- Their Oxford Single Sign-On expires.
- An end date is entered for them on MARS. Access is permitted up to and including the end date, but ceases the day after.
- The project user is deleted. This causes an immediate loss of access.