Blueworks Live FAQ

Users and Space Management:

What are the different types of user in BWL?

 

• There are three types of user in BWL: Editor, Contributor, and Community Member. The Editor and Contributor users can have Space Manager rights and Administrator rights as additions.

 

What is the difference between an Editor and a Contributor?

 

• Editors can create, edit, view and comment on processes, contributors can view and comment on but neither create nor edit processes. Generally, each level of user can do everything the lower levels can plus more features.

 

Why can't I see a space that other people can see?

 

• Access to spaces is controlled by the space user rights. There are generic users - All Editors, All Contributors, All Community, which allow any one with a user type that matches to have access to the space. Individual users can also be added to this list. Removing the 'All Contributors' user and then adding in just one specific contributor would give just that one person contributor-rights access to a space.

 

I am an editor, but why can't I see a space that contributors can see?

 

• Access rights to spaces do not cascade. Although editors can do everything contributors can and more, if a space is set up for access by contributors and not editors, editors will not have access. In this way 'chat room' spaces can be set up for just community member to post comments to, without giving access to editors and contributors.

 

Can I make a space visible only to editors?

 

• Making a space visible only to one user group, for example all editors, is done by removing all the other generic user types from the space user list.

 

How do I change the user settings for a space?

 

• Space user settings are changed on the 'user' tab when inside the space. Only 'Space managers' can perform this function, so if you do not have space manager authority all the user settings will be greyed out.

 

What is a BWL space manager?

 

• Space manager rights allow a user to manage the user access list for a space and to archive or copy the space. By default, the user who first created the space has 'space manager' rights set on. Any editor, contributor, or generic all-editor or all-contributor on the space user list can have space manager rights set on. Note that when a user has 'space manager' rights set on this user cannot be removed from the space user list. There has to be at least one space manager.

 

How do I get space manager rights?

 

• Space manager rights are an option setting for any editor or contributor user in the space user list. However, only space managers can manage the space user list. The first editor (or contributor) who created the space will be the default space manager, and they can allow other users to also manage the space. Alternatively users with BWL administrator rights (and access to the space) can also mange the space user list.

 

Why can't I create a new space?

 

• By default any editor or contributor can create a space. In the BWL admin section, accessed by BWL administrators, there is a setting for 'only editors can create spaces'. This turns off the ability for contributors to create spaces.

 

Why can't I see a process that other people can see?

 

• Community users cannot see any processes at all. Contributors can only see spaces that they have access to, and can only see process in these spaces when the process has been shared. Editors can see all process within spaces to which they have access (if they have process creation rights) or just processes that have been shared (if they do not have process creation rights). Administrators with access to all spaces set to on can see all processes.

 

What is a BWL administrator?

 

• Administrators have access to the admin control section, and can have access to all spaces and processes. There is a setting in the admin security tab for 'administrators can access all spaces in an account' which adds an 'all admins' generic user to each space. These all admin users also have space management rights and cannot be removed.

 

How do I get admin rights?

 

• By default the original BWL account owner has administrator rights. Any other use can have the admin rights added to their user profile. Only admin users can change user rights, and there has to be at least one administrator on the account.

 

Why can community members see lots of spaces with nothing in them?

 

• Community users can see spaces where the 'All Community' generic user is in the user access list, which is the default case. As community users cannot see processes, unless the 'all community' user has been removed from the space user list, they will see what appears to be an empty space.

 

How should I set up a BWL space as a document repository for controlled or published processes?

 

• To publish processes, we can set a space with access only for 'all contributors', copy a finished process to the space, and then share the process. This prevents anyone from editing the process, but does not allow editors to see the published processes. Alternatively we can set a space with access for contributors and editors, and share only the finished processes. This allows both editors and contributors to see the finished processes, but does not prevent editors from accidentally changing a published process. Turning off process modelling rights for an editor makes their access similar to a contributor in that they cannot edit processes, and can only see those processes that have been shared.
• Note that, at the time of writing, users are called Editors and Contributors. The process share option describes sharing with participants, which is the old description for contributors.

 

How can I add documentation or notes to a space, for example a list of contents?

 

• BWL does not allow documentation at the space level. An alternative is to create a process called 'read me' or 'documentation', in which we keep documentation. By creating one or two activities we can add documents or file attachments to these activities. This also works for any process - by adding a process step at the front of the process called 'process header' or 'process documentation' we can add additional information that relates to the process.