Pre-requisites:

Role privilege as mentioned below, on the project in which proxy access is to be defined:

Proxy user functionality enables users to access a project on behalf of other users. This can be used for the following scenarios:

Holiday Cover - The proxy user can undertake tasks while another user is away.
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Personal Assistant - The proxy user can receive and task items on behalf of another user.

Note: The project admin options are not available when logged in as a proxy user i.e. on behalf of another user.

Below are the steps to assign proxy access to a project:

1. In the 'Projects' area, navigate to the project where proxy access needs to be assigned.

2. Right-click on the required project and select 'Roles & Users' then select 'User Roles and Access'.

Alternately, in the thumb view, do a mouse hover on the project thumbnail and click on the icon. A layered page opens. Click on 'User Roles and Access'.

2. It shows the existing project roles with the ability to create new roles and assign existing or new roles to users, organizations, and user groups.

3. To assign proxy access to any existing project user, click on the name of that particular user against any of the listed roles.

It will populate a layered screen with an option to assign proxy users for a selected user.

To assign proxy access by selecting an organization or a user group that is assigned to the project, click on the name of that particular organization or user group against any of the listed roles.

It will populate a layered screen with an option to assign proxy users by selecting individual users from the selected organization or user group.

4. On the 'Manage User Details' page, define the user type - online user or paper user. Selecting 'Online User' will allow you to select specific dates for proxy user access while selecting 'Paper User' will allow you to provide proxy user access for an indefinite period i.e. proxy user access will continue until not manually removed.
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The paper user option can be used when you want the user to take actions as a representative of a group of people, like a 'Procurement Team'. Such actions will appear as if they were performed by a 'Procurement Team' i.e. a specific group of people, though in reality it was executed by a specific user.

Paper users are like online workflow users except that they are tagged as paper users indicated as [P]. Paper Users can be tagged as online users or existing online users may be tagged as Paper Users within the project lifecycle. A paper user's proxy can be assigned for an indefinite time period to a specific user.

5. Click on the 'Add Proxy User' button to add a blank record. Multiple proxy users can be set for a particular online or paper user.

6. Click in the 'Users' box and select the required user from the list of users displayed for every blank record.

7. Check the 'Bulk Apply' box to use the bulk apply options.

8. The 'Always' option will be enabled only when the user type is selected as 'Paper User'. If ticked, selected users will remain proxy users until manually removed.
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Irrespective of the selected user type, you can select the 'Start Date' and 'End Date' for all the records and click on the 'Apply to All' button to apply the same dates for all records. Different start and end dates can also be selected for different records.
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Proxy users can be assigned in two ways:
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For a fixed duration of time (Selected Dates) - This can be done by specifying the start date and end date. The selected user will be assigned proxy access for the defined period. Once the end date is reached, the user will be automatically removed as a proxy user. Both online and paper users can be assigned proxies for a fixed duration.
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For an indefinite duration (Always) - Once a user is assigned as a proxy by checking the 'Always' box, the user will remain a proxy until manually removed. Only paper users can be assigned proxy users this way.

9. Check the 'Forward Copy of Email' button against selected or all proxy users to ensure notification emails related to the selected project in Asite reach the proxy users.

10. Click 'Save' to complete assigning proxy users for any project user.

In case an organization or a user group is selected for assigning proxy access, you will also see the count of proxy users assigned for the corresponding user as and when added.

11. Click on 'Save' again on the 'Manage Roles' page to apply any changes made to the role user assignment if required.

12. Proxy users will inherit the privileges and permissions assigned to the online / paper user upon user selection under the 'Switch User' functionality. All tasks that you perform under proxy user access will be logged in audit history and will be considered as performed on behalf of the selected proxy user.