Who can change the roles of Project members?
Only a Project admin or a licensed user with enabled project management rights can change the roles of Project members.
Changing the roles of Project members in a Team
Teams are assigned a specific Role. Only users with the same Role can be added to this Team. Note that changing a user's Role will result in their removal from the Team and they will no longer be able to work on tasks assigned to the Team.
NOTE: Removing a user from a Team can lead to synchronization errors. Please contact the Team members before making changes and ensure that they synchronize all offline data on their devices. Learn more about Teams in docu tools here.
Considerations for user role changes with unsynchronized offline data
If all data is synchronized, the synchronization process proceeds normally. Contact users before changing Roles or removing them to confirm that their offline data is synchronized and available in the Web app.
If you change a user's Role while the Project is still downloaded to their mobile device and their offline data has not yet been uploaded to the cloud, consider the following scenarios:
Synchronization error: "You are not authorized to synchronize data. Your Role has been changed or you need to be invited to the Project, please contact your Project admin."
When you attempt to change a user's Role in the docu tools Web app, a warning appears prompting you to check if the user has synchronized all their data. Please contact the user directly to find out if there are any unsynchronized data, and if so, ask them to synchronize it.
If a user receives a lower Role than their previous one, they may lose the necessary rights to upload data to the server, resulting in an "error" during synchronization.
To fix this, temporarily grant the user either their old Role or Project admin rights to facilitate data synchronization. After successful synchronization, you can Assign the new Role again and ensure that the user's data matches the new Role. After a final data synchronization, the user's data with the new Role is in order.
Sync error: "No permission to synchronize data: You have been removed from this Project Team. Please contact your Project admin."
This error message can be caused by 2 scenarios: Removing a member from the Project and Removing a member from a Team (after changing the user's Role).
To fix this error, temporarily Assign the user their original Role and invite them back into the Team to perform the synchronization, and then change it permanently.
How to change a Role
Open the
Membersarea.Click on the member's name.
Select the new Role from the dropdown menu in the "User Details" card.
Confirm the change by Clicking
Yesin the warning message.
User rights - Downgrading and Upgrading and License Considerations
When a user's Role changes, their editing and viewing rights are adjusted accordingly. Detailed information about Role rights can be found in our article.
License requirements
Roles such as Project admin, Contributor, and External viewer require an active, paid License. The limitation of Projects only refers to active Projects. Thus, pocket tool users can be invited to an unlimited number of Projects. Unlicensed users have restricted rights corresponding to the Role of Subcontractor.
Subcontractors and Internal viewers do not need a paid License to participate in single or multiple Projects, the free License is sufficient for these Roles.
This is also displayed in the List of Project members:
Tag
active (free)- Users without a paid License with the Roles of Subcontractor or Internal viewer.Tag
unlicensed- Users who have been assigned a paid Role without an active License; their rights are limited to the Role of Subcontractor.
