All about Users in Zoho Projects

All about Users in Zoho Projects

To form a functional team, businesses should define different types of users in their team. Businesses can be effectively managed by inviting users to various roles. And, the person who has the administration privileges can invite or add users to various roles in the project.

Two types of users

Before going into the steps to add users to your portal or project, let's understand the different types of users: 

  • Portal Users - Users who work for the projects in your team.
                     ~ Portal level users - Users who work across projects.
                     ~ Project level users - Users who work for particular projects.

  • Client users - External users your team works for.

                    Portal level client users - Users who are in your portal. 
                    Project level client users - Users who are assigned to particular projects in the portal. 

     For instance

    John works for an advertising agency. He creates a portal ‘Picture Makers’, adds various projects, and invites users to his portal. The team produces ad films and promotions for an event management company ‘Eventz Corner’ owned by Angel. Now, John adds Angel as the Client user and ‘Eventz Corner’ as the Client Company to his portal.

    Customize tabs 

    You can customize the tabs across the projects in your portal for both the project users and client users. Click here to know how you can switch on/off the tabs to enable or disable the visibility of tabs to both the project and client users.


    Note

    • Portal level client users can view only the milestones, task lists, and bugs that are flagged as external across all the projects.
    • Project level client users can view only the milestone, task lists, and bugs that are flagged as external in that particular project.
    • If you disable the milestone, tasks, and bugs tabs for the client users, it will not be visible to them even if they are flagged as external.

    • Client users cannot add users to the project and they can't perform activities without your knowledge.

    Four predefined user roles

    While adding the user to your portal or project, assign the user to a proper role. Privileges for the users are based on their roles. In Zoho Projects, we've four different user roles:


    • Portal owner / Admin - User who creates the portal becomes the portal owner or the admin of the portal. They can access all the projects in the portal and manage all the activities across projects in the portal.
    • Manager - Every project has a manager who manages that particular project in the portal. They will be part of the portal but can access only the project for which they are added as the manager. They can add users to their project and assign roles for them.
    • Employee - Users who are added to particular projects. Either the portal owner/admin or the manager can add users to particular projects in the portal. They can only work on their own tasks.
    • Contractor - Users who are added either by the portal owner/admin or the manager for their own projects. They will be part of that particular project and can work only on their own tasks for a particular period of time.
    Well, you're clear with the different types of users and roles in Zoho Projects. Get to know:

    Import users

    Zoho Projects lets you import users from CRM, Mail Suite, and Google Apps. You can save a lot of time and effort in adding the users to your portal or project. Say, if there are 100 users in CRM and you need to add them to your Zoho Projects portal. You can just import users and assign roles to them. And, your import gets done in seconds. Get to know:

    Start adding users, assign them to different roles, engage with your team, and get your work done in no time. If you've any queries related to adding users to your portal or project, email support@zohoprojects.com

    Regards,

    Monica. R


        Zoho Campaigns Resources


          • Desk Community Learning Series


          • Digest


          • Functions


          • Meetups


          • Kbase


          • Resources


          • Glossary


          • Desk Marketplace


          • MVP Corner


          • Word of the Day


          • Ask the Experts


            • Sticky Posts

            • Tip of the Week: Task Sorting

              I believe that sorting of tasks helps managing the activities in a better fashion. You might second it too . By default, the tasks are listed chronologically. However, you can sort the tasks either by its title, start date, end date, priority, created by and percentage completion. All you have to do is, click the Task Sorting option and select the required criteria. Few points to be noted about task sorting: This option is available in the Classic View only (within My Tasks, Tasks & Milestones section).
            • Tip # 3 - Follow And Add Followers To Your Project Modules

              Besides owning effective managers and quick-witted employees, you need to have supportive followers for accomplishing your project goals. Accompanying this note, today, lets run through a quick and easy tip on  'How to follow and add followers to your project activities?' . Follow the project activities all by yourself -Follow to get real-time milestone updates Milestones are nothing but your project goals, which can ultimately uplift your projects' quality to the next level. Now, users in the portal
            • Tip of the Week: Task Dependency (Duration in Hours)

              I hope the tip on task dependency helped in understanding how it works in Zoho Projects. In a real-time, the successor task may or may not start on the predecessor's completion date. On either case, a project management tool should allow the users to set dependency between tasks. Ain't it? In Zoho Projects, the Task Duration in Hours option allows the users to set dependency between tasks that ends and starts on the same day. The Portal Owner and Admin role users can activate this option from the
            • Tip of the Week: Task Dependency

              Task Dependency - a feature that allows the users to establish dependency / linking between tasks within the project. Points to be noted with respect to this feature: Task Dependency can be set only from the Dependency View section within the Tasks & Milestones module Tasks setup with duration (start & end date) will only be displayed in the Dependency View The supported dependency model is Finish to Start Dependency can be established only between the tasks in the same project A task can be dependent
            • Tip of the Week: Drag and Drop option in Calendar

              As the thoughts flow in your mind, you plan the tasks, provide duration and assign users. While you go through the calendar later, you feel that a couple of tasks should needs to be postponed by a couple of days. Do you navigate to the Tasks & Milestones section and change the task duration? is the question I have for you. In case of YES, I would say that the task duration can be changed from the Calendar module itself. All you need to do is: Drag the task bar and Drop it on the required date. Note:

            Zoho CRM Plus Resources

              Zoho Books Resources


                Zoho Subscriptions Resources

                  Zoho Projects Resources


                    Zoho Sprints Resources


                      Zoho Orchestly Resources


                        Zoho Creator Resources


                          Zoho WorkDrive Resources



                            Zoho CRM Resources

                            • CRM Community Learning Series

                              CRM Community Learning Series


                            • Tips

                              Tips

                            • Functions

                              Functions

                            • Meetups

                              Meetups

                            • Kbase

                              Kbase

                            • Resources

                              Resources

                            • Digest

                              Digest

                            • CRM Marketplace

                              CRM Marketplace

                            • MVP Corner

                              MVP Corner




                              Zoho Writer Writer

                              Get Started. Write Away!

                              Writer is a powerful online word processor, designed for collaborative work.

                                Zoho CRM コンテンツ




                                  ご検討中の方

                                    • Recent Topics

                                    • Detailed list of scoring rules in Zoho CRM

                                      Good morning Zoho community, warm greetings The reason for my message today is that I have a problem with my CRM, which I will explain below: Our organization has scoring rules designed to rate our potential customers or leads in the application based
                                    • System Components menu not available for Tablet to select language

                                      I have attached a screenshot of my desktop, mobile, and tablet menu builder options. I am using 2 languages in my application. Language Selection is an option under the System Components part of the menu, but only for my desktop and phone(mobile). My
                                    • Placeholder format in Number field does not reflect Max Digits configuration

                                      When the Max Digits (Maximum digits of number) property is set to a smaller value (for example, 2 digits), the placeholder in the input field still displays a 7-digit format (#######). The same behavior can also be observed in Decimal and Currency field
                                    • Approvals in Zoho Creator

                                      Hi, This is Surya, in one of  my creator application I have a form called job posting, and I created an approval process for that form. When a user submits that form the record directly adding to that form's report, even it is in the review for approval.
                                    • How Zoho Desk contributes to the art of savings

                                      Remember the first time your grandmother gave you cash for a birthday or New Year's gift, Christmas gift, or any special day? You probably tucked that money safely into a piggy bank, waiting for the day you could buy something precious or something you
                                    • Estimate PDF Templates - logo too large

                                      Hello, I cloned a standard estimate template, but my logo is showing up much larger than intended. This doesn’t happen with the standard invoice template, where the logo displays correctly. How can I adjust the logo size in the estimate template? Thank
                                    • Select CRM Custom Module in Zoho Creator

                                      I have a custom module added in Zoho CRM that I would like to link in Zoho creator.  When I add the Zoho CRM field it does not show the new module.  Is this possible?  Do i need to change something in CRM to make it accesible in Creator?
                                    • Invoice emails not sending but reminders are

                                      I am a new user. I have been creating some dummy invoices before I go live and have struck a block. Emails for the invoice are not being recieved by the recipient, however, when I send a reminder for the same invoice the email is sent. NOTE: I have checked
                                    • How to close an estimate ?

                                      Hello, I have created estimates, and converted them to invoices to get 50% payment. Now I have 2 cases where the estimate stills shows status partially invoiced, however: 1. for one of them, project stopped half way, so the remaining part will never be
                                    • Deleted account recovery

                                      I ended up accidentally deleting our Zoho invoice account while trying to work something out. Emailed support for recovery and restoration of the deleted account, if possible, but they responded by saying they can't find an account associated with that
                                    • Organization wide Account and Contacts Visibility/Sharing Capabilities?

                                      Has anyone figured out a way to make visibility or sharing of Accounts and Contacts to be available across the entire organization without having to have every individual user edit their Sharing permissions? For our sales folks they need to be able to
                                    • CRM Cadences - working timesThe Friday afternoon? The next Monday morning? Not at all?

                                      I think I’m writing saying that cadence emails are only sent during the organisations set working hours in CRM. So if a particular email is set to send for example in three days and that lands on a Sunday (when working hours are not operational) when
                                    • CRM Cadences - working times

                                      I think I’m right in saying that cadence emails are only sent during the organisations set working hours in CRM. So if a particular email is set to send for example in three days and that lands on a Sunday (when working hours are not operational) when
                                    • Cannot find zpuid for Zoho Projects user

                                      I'm using the Zoho Projects v3 API to create a task. The task is created successfully, but in order to assign the task owner, the "Create a Task" API also requires the zpuid of the task owner. Unfortunately I cannot find any user-related API calls that
                                    • Devis et factures multipage coupées

                                      Bonjour, je suis sur Zoho invoice et je rencontre un problème sur mes devis et factures lorsqu'ils dépassent 1 page. je me retrouve souvent avec des lignes coupées ou le sous total page 1 et le total page 2. j'aimerai savoir s'il existe une possibilité
                                    • Zoho Desk View Open Tickets and Open Shared Tickets

                                      Hi, I would like to create a custom view so that an agent can view all the open tickets he has access to, including the shared tickets created by a different department. Currently my team has to swich between two views (Open Tickets and Shared Open Tickets).
                                    • Custom Related List Inside Zoho Books

                                      Hello, We can create the Related list inside the zoho books by the deluge code, I am sharing the reference code Please have a look may be it will help you. //..........Get Org Details organizationID = organization.get("organization_id"); Recordid = cm_g_a_data.get("module_record_id");
                                    • Add the same FROM email to multiple department

                                      Hi, We have several agents who work with multiple departments and we'd like to be able to select their names on the FROM field (sender), but apparently it's not possible to add a FROM address to multiple departments. Is there any way around this? Thanks.
                                    • How does SKU work when selling products in parts in Zoho Inventory

                                      Hello everyone, Zoho Inventory does not understand the physical cutting of the piece.. It only tracks quantities of the unit (like feet ). So when you sell part of an item, the system simply reduces quantity for that SKU. Assume that i have a 50 ft long
                                    • Zoho Meeting - Feature Request - Introduce an option to use local date and time formating

                                      Hi Zoho Meeting Team, My feature request is to add an option for dates to be displayed in the users local format. This is common practice across Zoho applications and particularly relevant to an application like Zoho Meeting which revolves around date
                                    • Incorrect Functioning of Time Logs API (Version 3)

                                      We need to fetch the list of time logs for each task for our company internal usage. We are trying to achieve it by using the next endpoint: https://projects.zoho.com/api-docs#bulk-time-logs#get-all-project-time-logs Firstly, in the documentation the
                                    • Cannot give public access to Html Snippet in Zoho Creator Page

                                      Hi, I created a form in Zoho Creator and published it. The permalink works but I want to override the css of the form. (style based URL parameters is not good enough) So I created a page and added an Html snippet. I can now override the css, which is
                                    • How can Outlook 365 link back into Zoho Projects so meetings and events in Outlook calendar show in Zoho?

                                      We use Outlook 365 for our emails and diaries and have integrated Zoho Projects with Office 365. One challenge we face is getting Zoho Projects to recognise when we have meetings and events in Outlook and not allow project managers to assign tasks over that period. Is there a way to resolve this? Thanks
                                    • IMPORTANT: It doens´t show full article name on search - Should add line break

                                      When we search for articles, it doesn´t show the full name. There should be a line break so the user can see the full article name, otherwise the user can´t know if that´s the article he/she is looking for. This is very important, otherwise the user has
                                    • IMPORTANT: It doesn´t search for letters with portuguese characters.

                                      Some of my articles have for example the word "vídeo". But if I search for "vídeo" it doesn´t find them. If I search for "video" it does find them. Idealy, it should find the articles either way. But if I have to choose, it would be better to find the
                                    • On Edit Validation Blueprint

                                      Hello, I have a notes field and a signature field. When the Approve button is clicked, the Signature field will appear and must be filled in. When the Reject button is clicked, the Notes field will appear and must be filled in. Question: Blueprint will
                                    • Zoho Invoice en Navarra (Spain)

                                      Hola, ¿Alguien usa Zoho Invoice en la Comunidad Foral de Navarra? En Navarra tenemos un sistema tributario diferente y no aplica Verifactu (la Hacienda Foral de Navarra ha anunciado su alternativa, NaTicket, pero no ha informado cuándo entrará en vigor).
                                    • Conect chat of salesiq with zoho cliq

                                      Is there any way to answer from zoho cliq the chat of salesiq initiated by customers?
                                    • Emails from Zoho are getting blocked due to Zoho IP address being blacklisted

                                      This is the info I got from my hosting provider – please address this issue immediately. I don’t expect this from such a big household name. Every single invoice I have sernt it not being received by my clients, all being blocked. All of a sudden. As
                                    • agentid : Where to find?

                                      I've been looking around for this agenId to check for the total ticket assigned on a specific agent url :"https://desk.zoho.com/api/v1/ticketsCountByFieldValues?departmentId=351081000000155331&agentId=35108xxxxxx132009&field=statusType,status" type :GET
                                    • Zoho DataPrep integration with OpenAI (beta)

                                      We are thrilled to announce Zoho DataPrep's integration with OpenAI. The public beta roll-out opens up three features. Users who configure their OpenAI Organizational ID and ChatGPT API key (Find out how) will be able access the features. The features
                                    • Ability to Attach Record-Specific Files Automatically in Workflow Email Templates

                                      Currently in Zoho CRM, email templates allow attachments to be added, but these attachments are static and remain the same for every recipient. There is no straightforward option to automatically attach a file that is stored within the specific CRM record
                                    • Restrict employees to take only one day holiday from a multi-day festival holiday

                                      Hi everyone, I have a requirement related to Optional/Festival Holidays in Zoho People. For example, in the month of May there are three optional holiday dates: May 11, May 12, and May 13. Employees can choose one of these days as their optional holiday.
                                    • AI Bot and Advanced Automation for WhatsApp

                                      Most small businesses "live" on WhatsApp, and while Bigin’s current integration is helpful, users need more automation to keep up with volume. We are requesting features based on our customer Feedbacks AI Bot: For auto-replying to FAQs. Keyword Triggers:
                                    • Related lists New option in missing

                                      hi I have created quite a few modules and added as related lists to my main module. Some have new, some dont I can not see why?
                                    • Setting total budget hours for a specific project

                                      Hi there, I work on a lot of projects that have fixed budget hours. Is there a way to enter the total budgeted hours so i can track progress and identify when hours have been exceeded. I see in the projects dashboard there is a greyed out text saying
                                    • Clone entire dashboards

                                      If users want to customize a dashboard that is used by other team members, they can't clone it in order to customize the copy. Instead they have to create the same dashboard again manually from scratch. Suggestion: Let users copy the entire dashboard
                                    • Introducing Formula Fields for performing dynamic calculations

                                      Greetings, With the Formula Field, you can generate numerical calculations using provided functions and available fields, enabling you to derive dynamic data. You can utilize mathematical formulas to populate results based on the provided inputs. This
                                    • Getting started with Zoho PDF Editor

                                      Hello users, If you are new to Zoho PDF Editor or aren't sure of its full potential, then this article is for you. Zoho PDF Editor is a free online PDF editing tool, that allows you to upload and edit PDFs, insert text and images, add fillable and e-signature
                                    • Zoho Projects - Cloning a task does not trigger task workflow when created

                                      Hello! I have a Project where my team uses a set of tasks from a tasklist as templates, so we could simply clone it and drag it to another list in kanban view to avoid creating a new one from scratch. The process works well, but after cloning it the new
                                    • Next Page