Documentation for features introduced with 11.2 (and a few other additions) (#9073)
* for #33163 * for #36358 and two link changes * for #36257 * explanation of WP export limit settings * for #35815 * docs: cost types can only be locked not deleted * for #35157 * for #32928 * for #36353 * create placeholder user page * for #36228 and #36302 * for #35536 * typo correction * for #36226 (placeholder user profile page) * expand info about group profile page * grammar, content and typo corrections * for #36136 (placeholder users in members module) * for #35571 (PH users in user type dropdowns) * grammar corrected * for #35507 and #35508 (additional gobal roles for managing PH users and user) may need to be revisited after receiving new information * typo and small additions * adding info on who can manage placeholder users * changes to work in review commentspull/9080/head
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title: Placeholder users |
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priority: 985 |
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description: Manage placeholder users in in OpenProject. |
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robots: index, follow |
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keywords: placeholder user, example, wildcard, place holder |
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--- |
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# Placeholder users (Premium feature) |
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In [OpenProject Enterprise on-premises](https://www.openproject.org/enterprise-edition/) and [OpenProject Enterprise cloud](https://www.openproject.org/hosting/) you can add placeholder users to your instance. They can be created without an email address and do not need license seats. |
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Placeholder users can be used to plan a project with or for users who haven't been added to that project yet. This way you can set up projects before staffing them. |
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Another use case would be to include customers, vendors or partners in your planning without them knowing it. |
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Placeholder users can be managed by system admins and by users with the [role](../roles-permissions/#global-roles) "Create, edit and delete placeholder users". |
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| Topic | Content | |
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| ------------------------------------------------------------ | ---------------------------------------------------- | |
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| [Placeholder user list](#placeholder-user-list) | Manage placeholder users in OpenProject. | |
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| [Create placeholder users](#create-placeholder-users) | Add new placeholder users. | |
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| [Manage placeholder user settings](#manage-placeholder-user-settings) | Change names and add placeholders users to projects. | |
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## Placeholder user list |
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To manage placeholder users navigate to *Administration -> Users & Permissions -> Placeholder users*. The placeholder user list gives you an overview of all placeholder users with their names and creation dates. From here you can also [add](#create-placeholder-users) placeholder users, [edit](#manage-placeholder-user-settings) them and [delete](#delete-placeholder-users) them. |
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The column headers can be clicked to toggle sort direction. Arrows indicate sort order, up for ascending (a-z/0-9) and down for descending (z-a/9-0). |
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![placeholder-users-overview](image-20210305150925563.png) |
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### Filter placeholder users |
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The placeholder user list can be filtered by name. |
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At the top of the user list is a filter box. Enter a name, then click the blue **Apply** button to filter the list. Click the **Clear** button to reset the filter field and refresh the list. |
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You can enter any parts of a placeholder user name; this can also contain a "%" wild card for zero or more characters. |
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### Delete placeholder users |
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To delete a placeholder user open the [placeholder user list](#placeholder-user-list). Click on the trash can symbol on the right to choose the placeholder user that you want to remove. |
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You will then be asked to type in the placeholder user name to confirm the deletion. |
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![delete-placeholder-users](image-20210305163225643.png) |
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<div class="alert alert-info" role="alert"> |
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**Note**: Deleting a placeholder user account is an irreversible action and cannot be revoked. The previous activities from this user will still be displayed in the system but reassigned to "Deleted user". |
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</div> |
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## Create placeholder users |
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To add a new placeholder, user click on **+ Placeholder user** in the upper right corner of the [placeholder user list](#placeholder-user-list). |
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Enter a name and click on **Create** to save or on **Create and continue** to save and create another placeholder user. |
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![create-new-placeholder-user](image-20210305171333274.png) |
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It is not possible to create two placeholder users with the exact same name. |
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## Manage placeholder user settings |
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You can change a placeholder user's name and add it to a project if you click on its name in the [placeholder user list](#placeholder-user-list). |
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On the **General** tab you can change the placeholder user's name. |
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In order to be assigned to work packages and participate in a project, a placeholder user has to be a member of a project and needs to be added with a certain role to this project. |
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On the **Projects** tab, select a project from the drop-down list, choose the [**role(s)**](../roles-permissions) for the placeholder user in this project and click the blue **Add** button. |
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![add-placeholder-user-to-project](image-20210305170745049.png) |
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To change a placeholder user's role in a project or to remove it from the project use the edit button (pen) or delete button (X), respectively. |
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If you edit the placeholder user's role(s) don't forget to use the **Change** button to save your changes. |
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![edit-role-or-remove-placeholder](image-20210305171118210.png) |
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**Note**: You can also use a project's [member list](../../../user-guide/members) to manage a placeholder user's participation in a project. |
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### Additional settings |
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Placeholder users cannot be added to groups and cannot be assigned global roles. The avatar currently looks like that of users without a profile picture. |
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In the future, additional changes and features for placeholder users will be implemented. |
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## Placeholder user profile |
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Similar to users, placeholder users have a profile page which shows their name and project memberships. |
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The projects are only visible for users who are allowed to see the project (e.g. user has permission to see this placeholder user in a common project or has a sufficient global role (e.g. system administrator)). |
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![image-20210305180853254](image-20210305180853254.png) |
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The profile page can be accessed via the [placeholder user settings](#manage-placeholder-user-settings) and via the overview page of projects the placeholder user is a member of. |
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