In order for a person to participate in the deliverables exchange process, they must be a member of the project. Each project can have internal and external participants. Internal participants are typically those participants who belong to your organization and are added as your project team members. Participants from external organizations are typically invited as external organizations instead. Then they can only see the data that was explicitly shared with them or they have created themselves.

Internal team members are added to the project, and external organizations are invited to the project. Internal team members receive an email notifying them that they have been added to the project, and external organizations’ point of contact receive an email inviting them to exchange deliverables which they can accept or reject. If accepted, they get a separate project created for them, that is linked to the project they were invited to collaborate from.

All participants must have:

• a Bentley Profile (a Bentley IMS account), in order to log in to Bentley Infrastructure Cloud Portal.
• an email address, to receive email notifications about the packages they are sending and/or receiving.

Note: It is the responsibility of each participant to register (create) their own Bentley Profile.

The person who creates a project in Infrastructure Cloud Portal becomes the Project Owner and is the default administrator of Deliverables Management service. The Project Owner begins adding and inviting participants to the project and configuring their roles and permissions as needed. Initially, the Project Owner is the only participant who has the Deliverables Management “Manage Settings” role permission. However, they can assign “Project owner” role to other members of the project and enable them to also manage Deliverables Management settings. Also, any Bentley IMS administrator (Account Admin, Co-Administrator, or CONNECT Service Admin) who enters a project in Infrastructure cloud portal by default also has all Deliverables Management service permissions, “Manage settings” included. This provides a way for other members from your organization to take over as administrator in the event that the current administrator happens to be away or has left the organization.

Internal team members with the “Manage External Organizations”, “Invite & Configure Team Participants” and “Access Team Member and Role Management” role permissions (the permission belongs to ‘Administration’ section) can invite external organizations to the project.

Initial Project Participants Synchronization and Default Permissions

When you associate a work area to an Infrastructure Cloud project that has ProjectWise Deliverables Management turned on, the current participants of the work area are automatically added as internal team members of the Infrastructure Cloud project. For this reason, it is recommended that you fully configure your work area first, before you associate it to your Infrastructure Cloud project.

Note: If you don’t want all the work area participants to become Infrastructure Cloud project team members, it is recommended to firstly associate an empty work area with the cloud project and only then add your work area participants to the project. This will avoid the initial automatic Deliverables Management participant synchronization during project association making everyone a cloud project team member. All the following synchronizations are on demand, so if you don’t grant “View package” permission to your work area participants they will not get synchronized to the portal.

When you first open the Deliverables Management Settings dialog of your work area after associating it to a ProjectWise project, you will see that the Participants and permissions tab lists the ProjectWise users who are already participants of the work area, their current status as a ProjectWise project member, and their default Deliverables Management permissions in this project.

Note: since all of the Deliverables Management connector versions have not been designed to work with Team member section of Infrastructure Cloud portal, during synchronization the permissions set in Deliverables Management connector will be translated into matching roles and role permissions in the portal. All the ProjectWise groups and lists will be separated into named users in "Manage your team" section and will not be retained as single entity.

Deliverables Management service sync can add users but cannot remove them from the "Manage your team" section in the portal. That is why it is recommended that instead of using Deliverables Management user sync, users would either synchronize their work area users using ProjectWise Web connections user sync (automatic sync, that adds and removes users) or add them directly through "Manage your team" section in Infrastructure Cloud portal.

Permissions to Role translation in “Manage your team” section

Permission within PWDM connector	Role and role permission within “Manage your team” section	Definition
View package	Team member Read & Create Draft Packages	General access to the project. Lets you view packages sent from internal or external organizations. Lets you create transmittal drafts.
Receive package	PWDM receiver Receive External Packages	Lets you receive packages from external organizations. If off, you can still receive packages from your internal organization.
Issue package	PWDM Issuer Issue Packages Invite & Configure Team Participants Access Team Member and Role Management Manage External Organizations	Lets you create and issue packages from this project. Also lets you invite external organizations.
Approve RFI response	PWDM Approver Approve RFI Response	Lets you approve RFI responses that have been sent to you for review prior to sending the final response.
Admin	Project Administrator Read & Create Draft Packages Receive External Packages Issue Packages Approve RFI Response Manage Settings	Grants all Deliverables Management permissions. Allows managing Deliverables Management setting in ProjectWise Explorer connector. Also lets you make other users administrators. Note: Only ‘Project Owner’ role holders and IMS administrators can manage project settings in Infrastructure Cloud portal (Deliverables Management portal settings included).

 

Changing the Permissions of an Internal team member in the Deliverables Management connector for ProjectWise Explorer

You set the permissions for an internal team member when you add them to the project. It is recommended that you change these permissions from the Infrastructure Cloud portal “Manage your team” section by modifying the assigned user roles. However, it is also possible to modify some permissions in the Deliverables Management connector for ProjectWise Explorer.

1. In ProjectWise Explorer, right-click the Deliverables Management node in the associated work area and select Settings.

The Deliverables Management Settings dialog opens.

2. On the Participants and permissions tab, change the permissions for each internal participant as needed.

Permissions that can be added:

2. • View package

2. • Receive package

2. • Issue package

2. • Approve RFI response

2. • Admin

Permissions that can be removed:

2. • Receive package*

2. • Issue package*

2. • Approve RFI response*

Note: You cannot remove “View package” or “Admin” permission from Deliverables Management connector for ProjectWise Explorer. To remove these permissions, go to Infrastructure Cloud Portal “Manage your team” section and remove the roles that extend these permissions. By default, these permissions are part of Team member and Project Administrator roles.

* If you created your own roles In Infrastructure Cloud portal with any of Deliverables Management permissions (Read & Create Draft Packages, Receive External Packages, Issue Packages, Approve RFI Response, Manage Settings) and assigned them to any of your team members, you will only be able to remove said roles and their permissions within “Manage your team” section in Infrastructure Cloud portal. Trying to remove permissions in Deliverables Management connector for ProjectWise Explorer will result in the following or similar error messages:

3. Click OK or Apply.

The changes are saved, and the list is synchronized with the project team member section in the portal.

When you set permissions for a ProjectWise group or user list, all members of the group or user list inherit those permissions and get assigned the appropriate role in the Infrastructure Cloud portal. If a ProjectWise user is added to the internal participants list twice (once as an individual user, then again as a member of a group or user list), the permissions set for the individual user will override the permissions the user inherited from the group or user list they are a member of.

For any ProjectWise user in the list who does not have an email address, you cannot configure any permissions, as the lack of email address prevents them from being an internal project team member.