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 comments

docs/cloud-edition-guide/manage-subscription/README.md

@@ -4,7 +4,7 @@ sidebar_navigation:
   priority: 970
 description: Manage and change all subscription-related topics of your Enterprise cloud.
 robots: index, follow
-keywords: subscription, address, payment method, invoices
+keywords: cloud edition, subscription, address, payment method, invoices
 ---
 
 # Manage your OpenProject Enterprise cloud subscription
@@ -17,7 +17,7 @@ Click the green **Manage button**.
 
 In the overlay window, you can choose between several topics:
 
-- dfd[Upgrade, downgrade or cancel](#update-existing-subscriptions)
+- [Upgrade, downgrade or cancel](#update-existing-subscriptions)
 - Edit Account information
 - Edit Billing Addresses
 - Edit or add payment methods

docs/getting-started/invite-members/README.md

@@ -12,19 +12,21 @@ keywords: invite members, add users
 In order to see a project and work in it, you have to be a member of a project. Therefore, you have to **add team members to a project**.
 
 <div class="glossary">
-**Member** is defined as a project member in a project. Project members are added in the members tab in the project settings.
+**Member** is defined as a project member in a project. Project members are added in the Members module in the project settings.
 </div>
 <div class="alert alert-info" role="alert">
 **Note**: If you are not a member of a project, you do not see the project in the Project selection nor in the project list.
 </div>
 
 
-| Topic                                                        | Content                                                    |
-| ------------------------------------------------------------ | ---------------------------------------------------------- |
-| [View members](#view-members)                                | View the list of members in your project.                  |
-| [Add existing members](#add-existing-members)                | Add existing members to a project.                         |
-| [Invite new members](#invite-new-members)                    | Invite new members to a project in OpenProject.            |
-| [Groups a project members](#behavior-of-groups-as-project-members) | Understand the effects of adding groups a project members. |
+
+| Topic                                                        | Content                                                      |
+| ------------------------------------------------------------ | ------------------------------------------------------------ |
+| [View members](#view-members)                                | View the list of members in your project.                    |
+| [Add existing users](#add-existing-users)                    | Add existing users, groups or placeholder users to a project. |
+| [Invite new members](#invite-new-members)                    | Invite new users to join a project in OpenProject.           |
+| [Groups as project members](#behavior-of-groups-as-project-members) | Understand the effects of adding groups as project members.  |
+| [Placeholder users as project members](#behavior-of-placeholder-users-as-project-members) | Understand how to differentiate between regular users and placeholder users. |
 
 <video src="https://www.openproject.org/wp-content/uploads/2020/12/OpenProject-Invite-and-Manage-Members.mp4" type="video/mp4" controls="" style="width:100%"></video>
 
@@ -32,29 +34,27 @@ In order to see a project and work in it, you have to be a member of a project.
 
 To view the list of **all project members and their roles** in the project, select Members in the project menu.
 
-![list of all members](image-20191112141214533.png)
-
+![project-member-list](image-20210305192605943.png)
 
 
-## Add existing members
 
-To add existing users or groups to a project, [select the project](../projects/#select-a-project) where you want to add members. In the project menu on the left, select the **Members** menu item.
+## Add existing users
 
-In the Members list you will get an overview of the current members of this project.
+To add existing users, [placeholder users](../../system-admin-guide/users-permissions/placeholder-users) or groups to a project, [select the project](../projects/#select-a-project) for which you want to add members. In the project menu on the left, select the **Members** module.
 
-![project-members](1566223836715.png)
+In the [members list](#view-members) you will get an overview of the current members of this project.
 
 Click the green **+ Member** button in the top right corner.
 
-Type the name of the team member or group which you want to add. You can also choose several members at once. **Assign a role** to the new member(s) and click the blue **Add** button.
+Type the name of the user, placeholder user or group which you want to add. You can also choose several members at once. **Assign a role** to the new member(s) and click the blue **Add** button.
 
-Please note that you will have to click on the new member's name or press the Enter key before clicking in the Add button.
+Please note that you will have to click on the new member's name or press the Enter key before clicking the Add button.
 
 ![add-members](1566224199456.png)
 
 ## Invite new members
 
-You can also invite new members who have not yet an OpenProject account. [Select the project](../projects/#select-a-project) where you want to add members. In the project menu on the left, select the **Members** menu item.
+You can also invite users who do not have an OpenProject account, yet. [Select the project](../projects/#select-a-project) for which you want to add members. In the project menu on the left, select the **Members** module.
 
 Type in the email address of the new member. If OpenProject does not find an existing user, the **Invite** information will automatically be put before the email address. Press the Enter key or select the text "Invite ...". Assign a role to this new member and click the blue **Add** button.
 
@@ -62,7 +62,9 @@ An email invitation will be sent out to the user with a link to [create an accou
 
 ![invite-new-members](1566224961670.png)
 
-You can now collaborate with your team in OpenProject.
+You can now collaborate with your team in OpenProject. Newly invited users will be shown with a letter symbol next to their name.
+
+Please note that removing a member who has not accepted the invite yet from a project will lead to the deletion of this user, which can't be reversed.
 
 
 
@@ -70,13 +72,19 @@ You can now collaborate with your team in OpenProject.
 
 Groups have the following impact on a project members list and behave slightly different than individual users:
 
-- the group shows as a separate line on the project members list
+- the group is shown as a separate line on the project members list
 - the group members cannot be removed from the members list individually (no delete icon)
 - adding a group with members who are already in a project member list will add the group's role to their (the members') project roles
 - a project member belonging to a group can have additional roles added individually
-- the group role cannot be changed for individual group members
+- the group's role cannot be changed for individual group members
 
 Find out more about the management of groups [here](../../system-admin-guide/users-permissions/groups/).
 
 
 
+## Behavior of placeholder users as project members
+
+Placeholder users have the following impact on a project members list and behave slightly different than regular users:
+
+- will be shown without email address
+- can't be part of a group

docs/getting-started/sign-in-registration/README.md

@@ -109,9 +109,7 @@ You are then asked to enter you email address with which you have registered to
 You will then receive an email with a link to reset your password.
 
 <div class="alert alert-info" role="alert">
-
-**Note**: If you have [signed-in with a Google account](#sign-in-with-a-google-account), your are not able to reset your password at this point.
-
+**Note**: If you have [signed-in with a Google account](#sign-in-with-a-google-account), you are not able to reset your password at this point.
 </div>
 
 ## Frequently asked questions (FAQ)

docs/system-admin-guide/backlogs/README.md

@@ -4,29 +4,30 @@ sidebar_navigation:
   priority: 670
 description: Configure backlogs in OpenProject.
 robots: index, follow
-keywords: configure backlogs
+keywords: configure backlogs, backlogs settings
 ---
 # Backlogs configuration
 
 Configure your backlogs settings in OpenProject.
 
-Navigate to -> *Administration* -> *Backlogs* -> *Settings* to set up your backlogs.
+Navigate to *Administration* -> *Backlogs* -> *Settings* to set up your backlogs.
 
-You can configure the following in the backlogs settings.
+You can configure the following in the backlogs settings:
 
-1. Set the work package types which should be used as **story types**. Press Ctrl. to choose several types. The story types will appear in the Backlogs view (product backlog, wish list, sprint) and can be created, prioritized directly in the Backlogs view, e.g. EPIC, FEATURE, BUG.
+1. Set the work package types which should be used as **story types**. Hold Ctrl (or Cmd on Mac) to choose several types. The story types will appear in the Backlogs view (product backlog, wish list, sprint) and can be created, prioritized directly in the Backlogs view, e.g. EPIC, FEATURE, BUG.
 2. Set the **task type**. The task type will appear in the task board to manage in your daily stand ups.
-3. Define to **show burn-down or burn-up** chart.
+   Please note: You can't use a work package type as story type *and* as task type.
+3. Define to show **burn-down** or **burn-up** **chart**.
 4. Set a template for **sprint wiki page**. If you create a wiki page with this name, e.g. sprintwiki, you will set up a new wiki page based on this template if you open it via the sprint drop-down menu in the backlogs view. This way, you can easily create templates for sprint review meetings or retrospectives.
 5. Press the blue **apply** button to save your changes.
 
-![System-admin-guide-backlogs](System-admin-guide-backlogs.png)
+![backlogs-settings-system-admin-guide](image-20210305095740245.png)
 
 ## Configure story cards to export
 
 Some Scrum teams also want to export their story cards to put them on a physical board. You can export your story cards and set a certain format for this export.
 
-Navigate to -> *Administration* -> *Backlogs* -> *Export Card Configs* in order to set a new story card configuration.
+Navigate to *Administration* -> *Backlogs* -> *Export Card Configs* in order to set a new story card configuration.
 
 Press the green **+ Export Card Config** button to create a new story card export configuration.
 

docs/system-admin-guide/manage-work-packages/work-package-settings/README.md

@@ -20,7 +20,7 @@ You can adjust the following:
 
 5. **Calculate the work package done ratio with** ... defines how the **Progress %** field is calculated for work packages. If you choose "disable", the field will not be shown. If you select "Use the work package field", the Progress % field can be manually set in 10% steps directly in the work package attribute. If you opt for „Use the work package status", the Progress % field is chosen based on the [status of a work package](../work-package-status). In this case a % done value is assigned to every status (for example, "tested" is assigned 80%), which is then adapted if the status changes.
 
-6. **Work package export limit**. This setting defines how many work packages you can export at the same time, for example in the the work package lists.
+6. **Work package export limit**. This setting defines how many work packages you can export at the same time, for example in the the work package lists. This limit can only be changed in self hosted versions of OpenProject.
 
 7. **Default highlighting mode** (premium feature) defines which should be the default [attribute highlighting](../../../user-guide/work-packages/work-package-table-configuration/#attribute-highlighting-premium-feature) mode, e.g. to highlight the following criteria in the work package table. This setting is only available for Enterprise on-premises and Enterprise cloud users.
 

docs/system-admin-guide/time-and-costs/README.md

@@ -51,6 +51,7 @@ In the overview list of all cost types you can define the following.
 4. Click on the name of a cost type to **edit an existing cost type**.
 5. **Set a current rate** (for the current valid from period) and press the save icon to apply it.
 6. **Lock** a cost type.
+   Please note that you **can only lock but not delete** cost types.
 
 ![Sys-admin-budgets-cost-types-list](Sys-admin-budgets-cost-types-list-1579853898118.png)
 

docs/system-admin-guide/users-permissions/README.md

@@ -4,7 +4,7 @@ sidebar_navigation:
   priority: 999
 description: Manage users and permissions.
 robots: index, follow
-keywords: users, permissions
+keywords: users, permissions, roles, groups, avatars
 ---
 # Users & Permissions
 
@@ -12,11 +12,12 @@ Manage users and permissions in OpenProject.
 
 ## Overview
 
-| Popular Topics                             | Description                                                  |
+| Topic                                      | Content                                                      |
 | ------------------------------------------ | :----------------------------------------------------------- |
 | [Settings](settings)                       | Configure user settings, e.g. default language, time zone, and more. |
 | [Users](users)                             | Manage users: View all users, invite new users, lock users, and more. |
+| [Placeholder users](placeholder-users)     | Create and manage placeholder users.                         |
 | [Groups](groups)                           | View groups, create new groups, add users to groups.         |
 | [Roles and permissions](roles-permissions) | See / manage roles and permissions and add new roles.        |
-| [Avatars](avatars)                         | Activate / deactivate user avatars (profile pictures)        |
+| [Avatars](avatars)                         | Activate / deactivate user avatars (profile pictures).       |
 

docs/system-admin-guide/users-permissions/groups/README.md

@@ -41,15 +41,15 @@ After clicking on a group's name, you can **change the group name**, **add or re
 
 ### Add users to a group
 
-Click the **Users** tab. Select the users you want to add to this group from the "New user" drop-down list. Click the blue **Add** button. Users already in the group are not shown in the list. Click the "X" against the user to remove that user from the group.
+Click the **Users** tab. Select the users you want to add to this group from the "New user" drop-down list. Click the blue **Add** button. Users already in the group are not shown in the list. Click the "X" next to a user to remove that user from the group.
 
-![Sys-admin-add-users-groups](Sys-admin-add-users-groups.gif)
+![add-users-to-group](image-20210302095755016.png)
 
 Adding a user to a group also adds that user to the member list of *all* projects in which this group was assigned a [role](../roles-permissions) (e.g. Member).
 
 Removing a user from a group removes the role from that user in any project using that group. If the user has no other roles (i.e. who were only added as a member of this group and not individually) they are removed from the respective project completely.
 
-### Add projects to a group
+### Add a group to projects
 
 Click the **Projects** tab. Select the projects you want to add this group to from the "New project" drop-down list. Tick the roles that you want the group to have. Click the blue **Add** button. Users in the group are added to that project's members using the role selected.
 
@@ -61,6 +61,14 @@ Deleting a group removes the role from the members of any project using that gro
 
 ## Impact of groups on project members
 
-Groups have the following impact on a [project members list](../../../getting-started/invite-members) and the [user details](../users). Changes in groups, project members or users may affect the other two.
+Groups impact [project members lists](../../../getting-started/invite-members) and [user details](../users). Changes in groups, project members or users may affect the other two.
 
-Find out more about the behavior of groups as project members from a project admin's perspective [here](../../../getting-started/invite-members/#behavior-of-groups-as-project-members
+Find out more about the behavior of groups as project members from a project admin's perspective [here](../../../getting-started/invite-members/#behavior-of-groups-as-project-members). 
+
+## Group profile
+
+Similar to users, groups have a profile page which shows their name and members. Each member of a group is only visible for users with the necessary permissions (e.g. user has permission to see this member in a common project or user is system administrator). 
+
+![group-profile-page](image-20210302144820982.png)
+
+The profile page can be accessed via the group's [settings page](/#add-users-to-a-group-edit-or-remove-groups), via the overview page of projects the group is a member of and via [mentions](../../../user-guide/work-packages/edit-work-package/#-notification) of the group.

docs/system-admin-guide/users-permissions/placeholder-users/README.md

@@ -0,0 +1,96 @@
+---
+sidebar_navigation:
+  title: Placeholder users
+  priority: 985
+description: Manage placeholder users in in OpenProject.
+robots: index, follow
+keywords: placeholder user, example, wildcard, place holder
+---
+
+# Placeholder users (Premium feature)
+
+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.
+
+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.
+Another use case would be to include customers, vendors or partners in your planning without them knowing it.
+
+Placeholder users can be managed by system admins and by users with the [role](../roles-permissions/#global-roles) "Create, edit and delete placeholder users".
+
+
+| Topic                                                        | Content                                              |
+| ------------------------------------------------------------ | ---------------------------------------------------- |
+| [Placeholder user list](#placeholder-user-list)              | Manage placeholder users in OpenProject.             |
+| [Create placeholder users](#create-placeholder-users)        | Add new placeholder users.                           |
+| [Manage placeholder user settings](#manage-placeholder-user-settings) | Change names and add placeholders users to projects. |
+
+
+
+## Placeholder user list
+
+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.
+
+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).
+
+![placeholder-users-overview](image-20210305150925563.png)
+
+
+### Filter placeholder users
+
+The placeholder user list can be filtered by name. 
+
+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.
+You can enter any parts of a placeholder user name; this can also contain a "%" wild card for zero or more characters. 
+
+### Delete placeholder users
+
+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.
+
+You will then be asked to type in the placeholder user name to confirm the deletion.
+
+![delete-placeholder-users](image-20210305163225643.png)
+
+<div class="alert alert-info" role="alert">
+**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".
+</div>
+
+## Create placeholder users
+To add a new placeholder, user click on **+ Placeholder user** in the upper right corner of the [placeholder user list](#placeholder-user-list).
+Enter a name and click on **Create** to save or on **Create and continue** to save and create another placeholder user.
+
+![create-new-placeholder-user](image-20210305171333274.png)
+
+It is not possible to create two placeholder users with the exact same name.
+
+
+## Manage placeholder user settings
+
+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). 
+
+On the **General** tab you can change the placeholder user's name.
+
+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.
+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.
+
+![add-placeholder-user-to-project](image-20210305170745049.png)
+
+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.
+If you edit the placeholder user's role(s) don't forget to use the **Change** button to save your changes.
+
+![edit-role-or-remove-placeholder](image-20210305171118210.png)
+
+**Note**: You can also use a project's [member list](../../../user-guide/members) to manage a placeholder user's participation in a project.
+
+### Additional settings
+
+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.
+In the future, additional changes and features for placeholder users will be implemented.
+
+## Placeholder user profile
+
+Similar to users, placeholder users have a profile page which shows their name and project memberships. 
+
+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)). 
+
+![image-20210305180853254](image-20210305180853254.png)
+
+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.

docs/system-admin-guide/users-permissions/roles-permissions/README.md

@@ -12,15 +12,29 @@ A **role** is a set of **permissions** that can be assigned to any project membe
 
 When creating a role, the "Global role" field can be ticked, making it a **Global role** that can be assigned to a [users details](../users/#manage-user-settings) and applied across all projects.
 
+
+| Topic                                           | Content                                                      |
+| ----------------------------------------------- | ------------------------------------------------------------ |
+| [Permissions](#permissions)                     | What are permissions and how can I access the permissions report? |
+| [Create a new role](#create-a-new-role)         | How to create a new (global) role.                           |
+| [Edit and remove roles](#edit-and-remove-roles) | How to change and delete existing roles.                     |
+| [Global roles](#global-roles)                   | Which global roles are there and what are their significances? |
+
 ## Permissions
 
-The permissions are pre-defined in the system, and cannot be changed. They define what actions a role can carry out. If a user has more than one role, including global and project roles, a permission is granted if it is assigned to any of those roles.
+The permissions are predefined in the system, and cannot be changed. They define what actions a role can carry out. If a user has more than one role (including global and project roles), a permission is granted if it is assigned to any of those roles.
+
+All permissions are shown sorted by OpenProject module in the [create a new role](#create-a-new-role) page or when clicking on an existing role.
+
+### Permissions report
+
+On the bottom of the roles list page there is a link to the **Permissions report**. This shows a grid of existing roles (columns) against permissions (rows); the intersections are ticked if the role has the permission.
 
-All permissions are shown by OpenProject module in the [create a new role](#create-a-new-role) page.
+A "Check/uncheck all" tick box is shown on each role or permission to allow bulk change. **Be careful, this cannot be undone**. If you make a mistake, do not save the report.
 
 ### Project Modules
 
-If a [project module](../../../user-guide/projects/project-settings/modules/) is not enabled for a specific project it is not shown in that project's menu whether the user has permission for that module or not.
+Note: If a [project module](../../../user-guide/projects/project-settings/modules/) is not enabled for a specific project it is not shown in that project's menu whether the user has permission for that module or not.
 
 ## Create a new role
 
@@ -36,6 +50,7 @@ Complete the following as required:
 
 1. **Role name** - must be entered and be a new name.
 2. **Global Role** - this role applies to all projects, and can only be assigned in the [user details](../users/#manage-user-settings). Once saved, the decision to make a role a "global role" can't be reverted.
+   Ticking this box will show the available [global roles](#global-roles) and hide the regular permission options.
 3. **Work packages...** - tick to allow work packages to be assigned to a user with this role. This does not appear for global roles.
 4. **Copy workflow from** - select an existing role. The respective [workflows](../../manage-work-packages/work-package-workflows) will be copied to the role to be created.
 5. **Permissions** for this role - you can specify the permissions per OpenProject module. Click the arrow next to the module name to expand or compress the permissions list.
@@ -54,8 +69,21 @@ To remove an existing role click on the delete icon next to a role in the list (
 
 ![Sys-admin-edit-roles](Sys-admin-edit-roles.png)
 
-## Permissions report
 
-On the bottom of the roles list page there is a link to the **Permissions report**. This shows a grid of existing roles (horizontally) against permissions (vertically); the intersections are ticked if the role has the permission.
 
-A "Check/uncheck all" tick is shown on each role or permission to allow bulk change. Be careful, this cannot be undone. If you make a mistake do not save the report.
+## Global roles
+
+To create a global role tick the box "Global Role" when [creating a new role](#create-a-new-role). 
+
+![global-roles-in-openproject](image-20210308171607279.png)
+
+You can choose between these global roles:
+
+- **Create project**: Assign this role to users to enable them to create new projects without being system administrator. 
+- **Create and edit users**: Assign this role to users who should be able to create or invite new users and edit their profiles in a limited way. 
+  Users with this role can see all users of your OpenProject instance and can add users and edit the name, username, email address and language of a user. They can't delete or lock users. They can only see and add users to projects where they have permissions to see project members.
+  The user profile will look like this for them (user name and email address were redacted): ![create-and-edit-users-role](image-20210308180635158.png)
+- **Create, edit and delete placeholder users**: Assign this role to users (e.g. project admins) who should be able to manage [placeholder users](../placeholder-users). 
+  Users with this role can see all placeholder users in your OpenProject instance and can create, edit and delete placeholder users. They can only see and add placeholder users to projects where they have permissions to see project members.
+  A placeholder user's profile will look like this for them: ![create-edit-and-delete-placeholder-users-role](image-20210308192119584.png)
+- **Administrator**: Technically, the system administrator is also a global role. However, it can't be configured and is assigned to a user in another way. Find out more [here](../users/#general-settings).

docs/system-admin-guide/users-permissions/users/README.md

@@ -14,7 +14,7 @@ The user list provides an overview of all users in OpenProject. You can create n
 <div class="glossary">
 **User** is defined as a person (described by an identifier) who uses OpenProject. Users can become project members by assigning them a role and adding them via the project settings.
 </div>
-To manage users click on your avatar (top right corner) and select *Administration*. Select *Users and Permissions -> Users*. The list of current users is shown.
+To manage users click on your avatar (top right corner) and select *Administration*. Select *Users & Permissions -> Users*. The list of current users is shown.
 
 In the Community Edition there is no limit to the number of users. In Enterprise editions (cloud and on-premises) the user limit is based on your subscription. The number of users for your subscription is thus not bound to names. For example, if you block a user you can add a new one without upgrading. 
 
@@ -114,20 +114,20 @@ You can manage individual user details if you click on the user name in the list
 
 On the General tab the following fields are shown:
 
-* **Status** - this is set by the system.
-* **Username** - this defaults to the email address for a new user (unless the user used the self registration). It can be changed on this page. Users cannot change their own user name.
-* **First name**, **Last name**, **Email** - these fields are filled from the New user page. Users can change them on their Profile page; they are mandatory.
-* **Language** - this defaults from the [user settings](../settings/#default-preferences). Users can change this on their Profile page.
-* **Administrator** - Activate or deactivate this global role. Users cannot change this.
-* **Custom Fields** - if these have been created they are shown here.
-* **User consent** - if this has been [configured](../settings/#user-consent) (i.e. if the box next to "Consent required" is ticked) the consent status is shown here.
-* **Authentication** - the content of this section depends on the type of [authentication method](#authentication) being used.
-* **Email notifications** - this defaults from the [Email notification settings](../../email/#email-notifications-settings). Users can change this on their Profile page.
-* **Preferences** - users can change these on their Profile page. Time zone defaults from chosen language. "Auto-hide success notifications" means that they will automatically be removed after some seconds, not that there are no success notifications at all.
-
-Do not forget to **Save** your changes.
-
-![Sys-admin-user-settings](Sys-admin-user-settings.png)
+1. User's master date
+   - **Status** - this is set by the system.
+   - **Username** - this defaults to the email address for a new user (unless the user used the self registration). It can be changed on this page. Users cannot change their own user name.
+   - **First name**, **Last name**, **Email** - these fields are filled from the New user page. Users can change them on their Profile page; they are mandatory.
+   - **Language** - this defaults from the [user settings](../settings/#default-preferences). Users can change this on their Profile page.
+   - **Administrator** - activate or deactivate this global role. Users cannot change this.
+   - **Custom Fields** - if these have been created they are shown here. Use it for e.g. department or phone number.
+2. **User consent** - if this has been [configured](../settings/#user-consent) (i.e. if the box next to "Consent required" is ticked) the consent status is shown here.
+3. **Authentication** - the content of this section depends on the type of [authentication method](#authentication) being used (e.g. password, OpenID, Kerberos, etc.)
+4. **Email notifications** - this defaults from the [Email notification settings](../../email/#email-notifications-settings). Users can change this on their Profile page.
+5. **Preferences** - users can change these on their Profile page. Time zone defaults from chosen language. "Auto-hide success notifications" means that notifications will automatically be removed after some seconds, not that there are no success notifications at all.
+6. Do not forget to **Save** your changes.
+
+![administration-user-settings-manage-user](image-20210302092958881.png)
 
 ### Add users to a project
 

docs/user-guide/agile-boards/README.md

@@ -64,9 +64,9 @@ There are several **types of Action boards** available:
 
 **Status board:** Each list represents a status. That means that e.g. all work packages with the status "New" will be automatically displayed in the column "New". 
 When creating a new Status board a list with all work packages in the default status (usually this is the status "New") will be added automatically, while additional lists need to be added manually.
-Please note: You can't move work packages from or to every status. Please find out more about the workflow logics restricting this here: [Allowed transitions between status](../../system-admin-guide/manage-work-packages/work-package-workflows/)
+Please note: You can't move work packages from or to every status. Please find out more about the work-flow logics restricting this here: [Allowed transitions between status](../../system-admin-guide/manage-work-packages/work-package-workflows/)
 
-**Assignee board:** Every list represents one assignee. You can choose both individuals and groups as assignees.
+**Assignee board:** Every list represents one assignee. You can choose regular users, [placeholder users](../../system-admin-guide/users-permissions/placeholder-user) and groups as assignees.
 
 **Version board:** Every list represents a version. This board is ideal for product development or planning software releases. When creating a new Version board a list with all work packages in the version(s) belonging to the current project will be added automatically, while additional lists need to be added manually.
 

docs/user-guide/members/README.md

@@ -4,7 +4,7 @@ sidebar_navigation:
   priority: 650
 description: Manage members in OpenProject.
 robots: index, follow
-keywords: members
+keywords: members, project participants
 ---
 
 # Manage members
@@ -21,37 +21,36 @@ keywords: members
 
 ## Add members
 
-Find out how to [add existing members](../../getting-started/invite-members/#add-existing-members) to join a project or [invite new team members](../../getting-started/invite-members/#invite-new-members).
+Find out [here](../../getting-started/invite-members/#add-existing-members) how to add existing users to a project and [here](../../getting-started/invite-members/#invite-new-members) how to invite new users to join a project.
 
 ## Edit members
 
-To change the role of a member within a project, select the corresponding project and open the Members menu.
+To change the role of a member within a project, select the corresponding project and open the Members module.
+
+To edit an existing member of a project, click the **Edit icon** in the list next to the member on the right. Choose the new role and press the blue **Change button** so save your changes.
+
+![edit-project-members](image-20210305183845729.png)
 
-To edit an existing member of a project, click the **Edit icon** in the list next to the member on the  right. Choose the new role and press the blue **Change button** so save your changes.
 
-![edit members](image-20200325095723130.png)
 
 ## Remove members
 
-To remove members from a project, [select the project](../projects/#select-a-project) where you want to remove the members. In the project menu on the left, select the **Members** menu item. In the members list, click on the **bin** **icon** at the very right in a line of the member name.
+To remove members from a project, [select the project](../projects/#select-a-project) for which you want to remove the members. In the project menu on the left, select the **Members** module. In the members list, click the trash can icon at the right end of the row with the corresponding member name.
+
+![remove-project-members](image-20210305184318093.png)
+
 
-![remove-members](1566225631212.png)
 
 ## Roles and permissions
 
 Members will have different roles with different permissions in a project. To find out how to configure roles and permissions click [here](../../system-admin-guide/#roles-permissions).
 
-<div class="glossary">A **role** is defined as a set of permissions defined by a unique name. Project members are assigned to a project by specifying a user's or group's name and the role(s) the user should assume in the project.
+<div class="glossary">A **role** is defined as a set of permissions defined by a unique name. Project members are assigned to a project by specifying a user's, group's or placeholder user's name and the role(s) they should assume in the project.
 </div>
 
-## Groups
-
-Members can be added to groups. A group can be added to a project. With this, all members will be have the corresponding role in this project. Find out how to [create and manage groups](../../system-admin-guide/#groups) in OpenProject.
+To assign work packages to a project member, the respective user's or placeholder user's role needs to be able to be assigned work packages. This is the default setting for default roles. You can check this setting in the [Roles and Permissions section](../../system-admin-guide/users-permissions/roles-permissions/#create-a-new-role) of the system administration.
 
-## Frequently asked questions (FAQ)
 
-### How can I increase or decrease the number of users in OpenProject?
-
-For the Community Edition you can have as many users as you need for free. If you are using the OpenProject Enterprise Edition, please write an email to sales @ openproject.com.
+## Groups
 
-If you are using the OpenProject Cloud Edition, you can easily upgrade or downgrade the number of users by selection -> Administration -> Billing -> Manage subscription and choose the new amount of users which you need in  your system.
+Users can be added to groups. A group can be added to a project. With this, all users within a group will have the corresponding role in this project. Find out how to create and manage groups in OpenProject [here](../../system-admin-guide/users-permissions/groups).

docs/user-guide/project-overview/README.md

@@ -69,7 +69,7 @@ You can also add files to be displayed or attached to your project overview.
 
 ### Project members widget
 
-You can add a widget which displays all project members and their corresponding role for this project at the project overview page.
+You can add a widget which displays all project members and their corresponding role for this project at the project overview page. This includes groups and placeholder users.
 
 ![project members](image-20191112134827557.png)
 
@@ -147,7 +147,7 @@ The work package graph widgets displays information about the work packages with
 
 **Configure the work package graph**
 
-You can filter the work packages to be displayed in the graph according to the [work packages table configuration](/user-guide/work-packages/work-package-table-configuration/).
+You can filter the work packages to be displayed in the graph according to the [work packages table configuration](../work-packages/work-package-table-configuration/).
 
 To configure the work package graph, click on the three dots in the top right corner and select **Configure view...**
 
@@ -189,7 +189,7 @@ The widget lists all **open** and all **closed** work packages according to this
 
 ### Work package table widget
 
-The work package table widget includes a work package table to the project overview. The work package table can be filtered, grouped, sorted according to the [work package table configuration](/user-guide/work-packages/work-package-table-configuration/), e.g. display only work packages with Priority High.
+The work package table widget includes a work package table to the project overview. The work package table can be filtered, grouped, sorted according to the [work package table configuration](../work-packages/work-package-table-configuration/), e.g. to display only work packages with the priority "High".
 
 ![work package table widget](image-20191112152119523.png)
 

docs/user-guide/time-and-costs/cost-tracking/README.md

@@ -31,6 +31,7 @@ A new form is opened, where you can log unit costs. You can edit the following i
 2. The **date**, for which the unit costs are logged.
 
 3. You can select a **user** (project member) from the drop down menu for whom you log the unit costs.
+   Please note that you can't log unit costs for [placeholder users](../../../system-admin-guide/users-permissions/placeholder-users).
 
 4. The **cost type** field offers a range of pre-defined cost types which can be configured in the [Administration](../../../system-admin-guide/time-and-costs). The units and respective costs per unit category are defined for every cost type separately. Please note that you need certain privileges to be able to  create new cost types and define costs for specific units.
 

docs/user-guide/time-and-costs/reporting/README.md

@@ -13,7 +13,6 @@ You can easily report spent time and costs in OpenProject and filter, group and
 
 <div class="alert alert-info" role="alert">
 **Note**: To use the time tracking functionality, the **Time and costs module** needs to be activated in the [project settings](../../projects/project-settings/modules/).
-
 </div>
 
 
@@ -32,10 +31,7 @@ To open the time and costs reports in OpenProject, navigate to the **Time and co
 
 <div class="glossary">**Time and costs** is a plugin to filter cost reports on individual or multiple users across individual or multiple projects. The plugin has to be activated as a module in the project settings to be displayed in the side navigation.
 </div>
-
-![image-20201005145643558](image-20201005145643558.png)
-
-
+![time-and-costs-report](image-20210305134828633.png)
 
 ## Change time and costs reports
 
@@ -50,7 +46,7 @@ Depending on your rights in the project, multiple users can also be selected. Th
 
 The results will the be displayed in the time and cost report below.
 
-![Time-costs-filter](Time-costs-filter.png)
+![filter-time-and-costs-report](image-20210305134143475.png)
 
 ### Group by criteria for cost reports
 
@@ -58,7 +54,7 @@ The time and cost reports can be grouped by selected criteria, such as dates, wo
 
 To add grouping criteria to the columns or rows of the report, select the drop-down field on the right to **add grouping field**.
 
-![Time-cots-group-by](Time-cots-group-by.png)
+![Time-costs-group-by](Time-cots-group-by.png)
 
 The grouping criteria will then be added to the Column or Row of the report. 
 
@@ -90,7 +86,9 @@ If you just want to report on spent **unit costs**, choose the respective unit c
 
 ## Export time and cost reports
 
-To **export reports for time and costs** to Excel you can open a report under -> *Cost Reports* in your project. For the Excel export, first [filter and group the report](#group-by-criteria-for-cost-reports) according to your needs. Select the [unit to be displayed](#select-units-to-display) (Labor, Cash value, unit costs).
+To **export reports for time and costs** to Excel you can open or create a report in the Time and costs module in your project. For the Excel export, first [filter and group the report](#group-by-criteria-for-cost-reports) according to your needs. Select the [unit to be displayed](#select-units-to-display) (Labor, Cash value, unit costs).
+
+Please note that "Group by" settings won't be applied to the exported file.
 
 Click the grey **Export XLS** (Excel) button.
 

docs/user-guide/work-packages/exporting/README.md

@@ -15,7 +15,7 @@ You can export work packages from your OpenProject instance to other formats usi
 
 ## How to trigger an export
 
-To export a work packages list or card view to another format, visit the *work packages* module or a saved view and click on the settings icon in the top right. Trigger the *Export* dialog from the dropdown menu that opens.
+To export a work packages list or card view to another format, visit the *Work packages* module or a saved view and click on the settings icon in the top right. Trigger the **Export** dialog from the dropdown menu that opens.
 
 ![Exporting from the table](export-gantt-chart.png)
 
@@ -32,14 +32,14 @@ This will open a dialog similar to the following screenshot, where you can selec
 From the work packages module, all work packages that are included in the filter list will be exported. Up to a total of 500 work packages can be exported at once.
 
 <div class="alert alert-info" role="alert">
-
 **Note**: If you need to export more than 500 items, filter the work packages appropriately to export multiple files.
-
 </div>
+For self-hosted versions of OpenProject you can change this limit in the [work package settings](../../../system-admin-guide/manage-work-packages/work-package-settings/) in the system administration.
+
 
 **Columns**
 
-The exported file will follow the columns that you activated for the work packages table. With it, you can control the columns that will be contained in various formats.
+The exported file will display the columns that you activated for the work package table. With it, you can control the columns that will be contained in various formats. Please make sure to [save](../work-package-table-configuration/#save-work-package-views) the view you configured, as saving is a necessary precondition to keep the selected columns in the export.
 
 Some formats such as PDF will limit the number of columns available due to limitations of the PDF rendering engine to avoid overflowing the available space.
 
@@ -67,9 +67,7 @@ OpenProject can export the table for Microsoft Excel with the following options:
 - **XLS with relations** Same as XLS, but with additional columns to list each work package relation in a separate row with the relation target and its ID and relation type included in the export
 
 <div class="alert alert-info" role="alert">
-
 **Note**: To open XLS exported files into Microsoft Excel, ensure you set the encoding to UTF-8. Excel will not auto-detect the encoding or ask you to specify it, but simply open with a wrong encoding under Microsoft Windows.
-
 </div>
 
 
@@ -81,9 +79,7 @@ OpenProject can export the table into a comma-separated CSV. This file will be U
 
 
 <div class="alert alert-info" role="alert">
-
 **Note**: To open CSV exported files into Microsoft Excel, ensure you set the encoding to UTF-8. Excel will not auto-detect the encoding or ask you to specify it, but simply open with a wrong encoding under Microsoft Windows.
-
 </div>
 
 
@@ -91,6 +87,3 @@ OpenProject can export the table into a comma-separated CSV. This file will be U
 ## Atom (XML) export
 
 OpenProject can export the table into a XML-based atom format. This file will be UTF-8 encoded.
-
-
-

docs/user-guide/work-packages/work-package-table-configuration/README.md

@@ -66,16 +66,32 @@ To add a filter criteria, click the **+ Add filter:** button in the grey filter
 
 You can add as many filter criteria as needed. 
 Also, you can filter by [custom fields](../../../system-admin-guide/custom-fields) if you set this in the custom field configuration.
+<div class="alert alert-info" role="alert">
+**Good to know**: Filtering a work packages list will temporarily change the default work package type and default status to the values used in the filters to make newly created work packages visible in the list.
+</div>
+
 
+### Filtering by text
 If you want to search for specific text in the subject, description or comments of a work package, type in the **Filter by text** the expression you want to filter for.
 
 The results will be displayed accordingly in the work package list.
 
 ![filter-text](filter-text.png)
 
-<div class="alert alert-info" role="alert">
-**Good to know**: Filtering a work packages list will temporarily change the default work package type and default status according to your filters to make newly created work packages visible in the list.
-</div>
+### Filtering for a work package's children
+
+If you want to only show work package with specific parents (e.g. all work packages belonging to a specific phase of your project) you can use the filter "Parent". Enter all required work packages and press Enter. This will show the selected work package(s) and its/their children. 
+If you only selected work packages without children, no work packages will be shown at all.
+
+![filter-for-parent-work-package](image-20210301182354564.png)
+
+### Filtering by ID or work package name
+
+If you want to [create a work package view](#save-work-package-views) with only specific work packages you can use the filter "ID". By entering the ID or subject of work packages you can select them. 
+Another use case would be to *exclude* specific work packages (e.g. you want to display all milestones but one). Therefore, use the "is not" option next to the filter's name on the left.
+
+![filtering-by-work-package-id](image-20210301185550169.png)
+
 
 ## Sort the work package list