OpenProject BlogEfficient classic, agile or hybrid project management in a secure environment.https://www.openproject.org2024-03-07T06:12:00+00:00OpenProject GmbHFile management with OpenProject's OneDrive/SharePoint integrationhttps://www.openproject.org/blog/onedrive-sharepoint-integration/2024-03-07T06:12:00+00:002024-03-18T09:02:42+00:00OpenProject GmbH<p>Every project needs a supportive file management. Whether it’s just a quick screenshot or a 20-page presentation – people collaborating in projects always involves handling files. This is why project and file management must always go hand in hand. OpenProject, the leading open source project management, facilitates collaboration with OneDrive/SharePoint by offering an integration (Enterprise add-on) that is continuously updated.</p>
<p>Are you already using OneDrive/SharePoint and searching for a project management tool? Then you should definitely take a look at this article!</p>
<hr />
<h2 id="use-the-file-management-of-your-choice-with-openproject-nextcloud-or-onedrivesharepoint">Use the file management of your choice with OpenProject: Nextcloud or OneDrive/SharePoint</h2>
<p>If you - like us - are a fan of open source software, you might legitimately ask: <strong>Why does OpenProject offer an integration with a Microsoft tool?</strong> To answer this question transparently, I would like to briefly expand:</p>
<p>OpenProject already offers an <a href="/docs/user-guide/file-management/nextcloud-integration/">integration with Nextcloud</a> for several years now. Nextcloud is a highly respected open source colleague of ours, and we are keen to strengthen the connection between our two tools. Nevertheless, there are numerous companies and organizations that already work with Microsoft tools that are deeply established in the company. Understandably, they cannot and do not want to change their entire file management system overnight. This also means that they cannot use OpenProject effectively without the corresponding Microsoft file management integration. This would neither be in the interests of OpenProject as a profitable company nor in the spirit of the open source idea.</p>
<p>For this reason, we have been offering OneDrive/SharePoint integration in addition to Nextcloud since 2023. At this point, a big thank you to Deutsche Bahn, which faced precisely this described challenge and sponsored the development of the OneDrive/SharePoint integration.</p>
<p>In short: We at OpenProject believe that change is necessary - but also that it is only possible if we stop thinking in black and white and give organizations an actual <strong>opportunity to gradually convert their tools to open source alternatives</strong>.</p>
<div class="blog-box-info">
<p>Enterprise add-on: The OneDrive/SharePoint integration is an Enterprise add-on, which means it is not available in OpenProject’s free Community edition. If you are using the Community edition, you can use our Nextcloud integration for file management, which is just as advanced in features and continuously updated as the OneDrive/SharePoint integration.</p>
</div>
<h2 id="what-features-does-openprojects-onedrivesharepoint-integration-offer">What features does OpenProject’s OneDrive/SharePoint integration offer?</h2>
<p>If you’re already using OneDrive/SharePoint, you’re probably interested in the exact feature set of the integration for OpenProject. Before I give you an overview of the current offerings, let me emphasize that OpenProject is continuously working on its features and additional features for the OneDrive/SharePoint integration might be released in the future. A blog article such as this one can become outdated quickly, but you can always find the <a href="/docs/user-guide/file-management/nextcloud-integration/">current status of the integration in our documentation</a>.</p>
<p>To be able to use the following features, you must use OpenProject’s Enterprise version and a system manager of your instance must have <a href="/docs/system-admin-guide/integrations/one-drive/">installed the OneDrive/SharePoint integration</a> and a project administrator must then have activated the integration for the dedicated project.</p>
<h3 id="link-files-and-folders-in-openproject-that-are-stored-on-onedrivesharepoint">Link files and folders in OpenProject that are stored on OneDrive/SharePoint</h3>
<p>If you store files on OneDrive/SharePoint, you can link them to a work package with just a few clicks. Just open the work package you want the file to be linked with and navigate to the tab called ‘Files’. This is how it looks like in OpenProject:</p>
<p><span class="screenshot-border"><picture><source type="image/webp" srcset="/docs/user-guide/file-management/one-drive-integration/openproject_onedrive_link_existing_files_link.webp 1599w, /docs/user-guide/file-management/one-drive-integration/openproject_onedrive_link_existing_files_link_1280w.webp 1280w, /docs/user-guide/file-management/one-drive-integration/openproject_onedrive_link_existing_files_link_960w.webp 960w, /docs/user-guide/file-management/one-drive-integration/openproject_onedrive_link_existing_files_link_640w.webp 640w, /docs/user-guide/file-management/one-drive-integration/openproject_onedrive_link_existing_files_link_320w.webp 320w"><img src="/docs/user-guide/file-management/one-drive-integration/openproject_onedrive_link_existing_files_link-9881a356.png" title="" alt="Link files from OneDrive/SharePoint to OpenProject" class="image-screenshot" height="696" width="1599" /></picture></span></p>
<h3 id="upload-display-download-and-delete-files-from-onedrivesharepoint-to-openproject">Upload, display, download and delete files from OneDrive/SharePoint to OpenProject</h3>
<p>Sometimes you don’t want to just link to the existing file, but upload it directly from OneDrive/SharePoint to OpenProject. This feature is also to be found on the Files tab on every work package (remember: If the OneDrive/SharePoint integration is installed on your instance and activated on the project).</p>
<p><span class="screenshot-border"><picture><source type="image/webp" srcset="/docs/user-guide/file-management/one-drive-integration/openproject_onedrive_download_file.webp 1600w, /docs/user-guide/file-management/one-drive-integration/openproject_onedrive_download_file_1280w.webp 1280w, /docs/user-guide/file-management/one-drive-integration/openproject_onedrive_download_file_960w.webp 960w, /docs/user-guide/file-management/one-drive-integration/openproject_onedrive_download_file_640w.webp 640w, /docs/user-guide/file-management/one-drive-integration/openproject_onedrive_download_file_320w.webp 320w"><img src="/docs/user-guide/file-management/one-drive-integration/openproject_onedrive_download_file-b3d2db19.png" title="" alt="Upload files from OneDrive/SharePoint to OpenProject" class="image-screenshot" height="769" width="1600" /></picture></span></p>
<h3 id="manage-project-folders-manually-or-automatically-through-openproject">Manage project folders (manually or automatically) through OpenProject</h3>
<p>Apart from linking and uploading single files and folders from OneDrive/SharePoint, you can also create project folders. These folders increase your productivity by allowing you to specify which folders belong to which project. This way, they are selected by default during file management, eliminating the need to navigate through complex folder structures each time.</p>
<p>If you opt for the ‘Automatically Managed’ option, OpenProject will automatically create a folder for each project and manage user access. This further saves time by ensuring that every team member always has the correct access permissions.</p>
<h2 id="get-more-information-and-start-your-free-trial-now">Get more information and start your free trial now</h2>
<p>To dive deeper into the OneDrive/SharePoint integration of OpenProject, we recommend you to watch these videos:</p>
<ul>
<li><a href="https://youtu.be/R-SDeCB1qOc?si=WKn-EgG7B3YySqtG&t=73" target="_blank" rel="noopener noreferrer nofollow">OpenProject Release 13.1 (introduced the integration, video starting at 1:13)</a></li>
<li><a href="https://youtu.be/kNntvZbzZ7Y?si=JQV0FBK44P9s_8M6" target="_blank" rel="noopener noreferrer nofollow">OpenProject Release 13.2 (added manual project folders)</a></li>
<li><a href="https://youtu.be/ppG8rMU4OUo?si=0Vv4-08izgy7fW_C&t=63" target="_blank" rel="noopener noreferrer nofollow">OpenProject Release 13.3 (added automatically managed project folders, video starting at 1:03)</a></li>
</ul>
Union Community Care finds technical and cultural alignment with OpenProjecthttps://www.openproject.org/blog/unitycomcare/2024-03-05T00:00:00Z2024-03-18T09:02:42+00:00OpenProject GmbH<h2 id="patient-centered-medical-home-finds-perfect-fit-with-openproject">Patient-centered medical home finds perfect fit with OpenProject</h2>
<p>The information systems and technology team at Union Community Care says that in order to get their work done effectively and transparently, they must rely on an open source project management system, and they found that in OpenProject.</p>
<p>Today’s popular project management systems and messaging apps just don’t make the cut. That’s why they chose OpenProject to help their team work together as well as independently to complete tasks and projects on time.</p>
<p>“<em>OpenProject lends itself to project collaboration without integrations, bloat, or distracting messaging.</em>”</p>
<p>The team’s favorite feature is the kanban board flow. This gives the team an overview of a project’s status without getting lost in the details. They also love the calendar and to-do integrations.</p>
<h2 id="open-source-and-company-values">Open source and company values</h2>
<p><em>Union Community Care is part of a larger movement of Federally Qualified Health Centers (FQHCs), which are community-based, non-profit organizations that provide a full range of primary and preventive healthcare to their communities.</em></p>
<p>Union Community Care identifies with OpenProject’s consideration of non-profit charities for pricing, which they say is missing from most other software providers.</p>
<p>Open source is also important to Unity Community Care because they want to be in control of their system and technology. This is common for healthcare institutions working with sensitive data and patience information.</p>
<p>Union Community Care’s purpose is to spark equity through patient-led healthcare that welcomes and strengthens our communities by integrating body, mind, and heart… something they can do more of with OpenProject by their side.</p>
<p><em>Thanks to Daniel Uzupis at Union Community Care for his partnership on this article.</em></p>
OpenProject vs Tuleaphttps://www.openproject.org/blog/openproject-vs-tuleap/2024-03-01T13:00:00+00:002024-03-18T09:02:42+00:00OpenProject GmbH<h2 id="openproject-the-open-source-alternative-to-tuleap">OpenProject: The open source alternative to Tuleap</h2>
<p>In the realm of open source project management software, Tuleap has garnered recognition for its agile-focused approach and comprehensive tool set. However, for those seeking a versatile alternative that covers both agile and traditional project management methods, OpenProject emerges as a strong contender. Let’s delve into what distinguishes OpenProject and why it serves as an excellent substitute for Tuleap.</p>
<h2 id="what-sets-openproject-apart-from-tuleap">What sets OpenProject apart from Tuleap?</h2><h3 id="comprehensive-feature-set">Comprehensive feature set</h3>
<p>OpenProject mirrors Tuleap’s feature set, encompassing essential tools such as <a href="/docs/user-guide/repository/">version control</a>, <a href="/docs/user-guide/work-packages/">issue tracking</a>, <a href="/docs/user-guide/agile-boards/">agile planning</a> and <a href="/docs/user-guide/file-management/">document management</a>. However, OpenProject goes a step further by incorporating additional functionalities tailored to classic and hybrid project management needs. These include <a href="/docs/user-guide/time-and-costs/time-tracking/">time management</a>, <a href="/docs/user-guide/time-and-costs/cost-tracking/">budgeting</a>, <a href="/docs/user-guide/meetings/">meetings</a>, <a href="/docs/user-guide/team-planner/">team planner</a>, <a href="/docs/user-guide/forums/">forums</a>, and more.</p>
<h3 id="ease-of-testing">Ease of testing</h3>
<p>Unlike Tuleap, which necessitates contacting their team for trial access, OpenProject streamlines the testing process. <a href="https://start.openproject.com" target="_blank" rel="noopener noreferrer">Setting up a trial instance</a> is quick and straightforward, taking mere minutes to get started. This accessibility makes it easier for teams to evaluate the platform’s suitability for their requirements.</p>
<h3 id="data-privacy-and-billing-flexibility">Data privacy and billing flexibility</h3>
<p>OpenProject <a href="/security-and-privacy/">prioritizes data minimization and privacy</a> from the outset. Unlike Tuleap, which employs various tracking mechanisms and mandates customer data submission for access to certain resources, OpenProject refrains from such practices. Additionally, OpenProject offers <a href="/pricing/">flexible billing options</a>, allowing users to opt for monthly or annual subscriptions according to their preferences.</p>
<h3 id="future-of-open-source">Future of open source</h3>
<p>OpenProject’s significance extends beyond project management. It is a pivotal component of <a href="/blog/sovereign-workplace/">openDesk, an initiative championed by the German Federal Ministry of the Interior</a>. This initiative promotes the adoption of leading open source solutions, fostering digital sovereignty and independence. OpenProject stands alongside renowned platforms like XWiki, Nextcloud, Collabora, Nordeck, Element, and Open-Xchange, underscoring its credibility and commitment to open principles.</p>
<h2 id="your-choice-tuleap-or-openproject">Your choice: Tuleap or OpenProject?</h2>
<p>For those seeking a robust alternative to Tuleap that seamlessly integrates agile, classic, and hybrid project management methodologies, OpenProject emerges as the top choice. With its extensive feature set, user-friendly testing process, commitment to data privacy, and alignment with sovereign workplace initiatives, OpenProject offers a compelling solution for teams across diverse industries. Of course, your choice between Tuleap and OpenProject depends on your specific project management requirements. Take a look at the more detailed <a href="/project-management-software-alternatives/best-tuleap-alternative/">comparison between Tuleap and OpenProject</a> to make that choice a little easier.</p>
OpenProject recognized as top project management software in 2024 by Gartner Digital Marketshttps://www.openproject.org/blog/top-product-2024/2024-02-23T13:00:00Z2024-03-18T09:02:42+00:00OpenProject GmbH<h2 id="openproject-among-top-products-in-2024">OpenProject among top products in 2024</h2>
<p>We are pleased to share the recent recognition OpenProject has received in 2024. Our dedication and hard work have set us apart, resulting in an impressive overall score of 4.5 out of 5 across all three Gartner Digital Markets platforms. Consistent acknowledgment in various Gartner flagship reports, notably within the “Project Management” category, solidifies our position as a top rated company.</p>
<div class="blog-box-info">
<p><a href="https://www.gartner.com/en/digital-markets" target="_blank" rel="noopener noreferrer nofollow">Gartner Digital Markets</a> is a Gartner business unit composed of Capterra, GetApp, and Software Advice. It is the world’s premier source for software vendors to connect with in-market buyers, through research, reviews, and lead generation.</p>
</div>
<p>Check out our badges from 2024:</p>
<ul>
<li><a href="https://www.softwareadvice.com/project-management/openproject-profile/" target="_blank" rel="noopener noreferrer nofollow">Software Advice</a>: Front runners 2024</li>
<li><a href="https://www.getapp.de/software/276679/openproject" target="_blank" rel="noopener noreferrer nofollow">GetApp</a>: Category leaders 2024</li>
<li><a href="https://www.capterra.com/p/152761/OpenProject/" target="_blank" rel="noopener noreferrer nofollow">Capterra Shortlist 2024</a>: Project management software</li>
</ul>
<p><picture><source type="image/webp" srcset="/blog/images/2024/02/openproject-top-product-2024.webp 4840w, /blog/images/2024/02/openproject-top-product-2024_1980w.webp 1980w, /blog/images/2024/02/openproject-top-product-2024_1280w.webp 1280w, /blog/images/2024/02/openproject-top-product-2024_960w.webp 960w, /blog/images/2024/02/openproject-top-product-2024_640w.webp 640w, /blog/images/2024/02/openproject-top-product-2024_320w.webp 320w"><img src="/blog/images/2024/02/openproject-top-product-2024-22bb6967.png" title="" alt="openproject-gartner-badges" height="1546" width="4840" /></picture></p>
<p>Explore testimonials from our users, where they share their experiences with OpenProject:</p>
<p><em>“OpenProject is a versatile and flexible project planning management tool, it comes with wide range of usable tools such as, time tracking, budget and resource allocation. openproject enhances collaboration among its users on document management, wiki pages and forums therefore improving the productivity of an organization.”</em> (Carl)</p>
<p><em>“We tried OpenProject to track the progress of our research projects, which are distributed in nature as they are composed of different partners in different institutions. OpenProject is a solid solution for that, easy to use and with a rich set of features. It was super fast to insert and organize the tasks/milestones for our project. The interface is so intuitive that we didn’t even need to take the introductory tutorial. This lowers the adoption effort for all members of a team and therefore makes it more likely for them to be consistent users, rather than stopping updating the project after a while. The board feature is complete and useful to have.”</em> (Erik)</p>
<p><em>“A great software that all organizations that do team work should have. Easy to use for its use interface is easy to understand. It has powerful features that ensure team members connect, structure their work and achieve goals and deadlines set by our organization.”</em> (Martha)</p>
<p>OpenProject is rated 4.5 (out of 5) on all Gartner Digital Market brands.</p>
<p><picture><source type="image/webp" srcset="/blog/images/2024/02/openproject-review-score-gartner-2024.webp 1228w, /blog/images/2024/02/openproject-review-score-gartner-2024_960w.webp 960w, /blog/images/2024/02/openproject-review-score-gartner-2024_640w.webp 640w, /blog/images/2024/02/openproject-review-score-gartner-2024_320w.webp 320w"><img src="/blog/images/2024/02/openproject-review-score-gartner-2024-ba84c425.png" title="" alt="openproject-gartner-score" height="311" width="1228" /></picture></p>
<p>We extend our sincere thanks to all our users for their support and for generously awarding us with top ratings on Gartner Digital Markets platforms.</p>
<h2 id="want-to-review-openproject-yourself">Want to review OpenProject yourself?</h2>
<p>We greatly appreciate your valuable feedback and look forward to many more <a href="/reviews/">reviews</a>.</p>
<ul>
<li>Review us on <a href="https://www.softwareadvice.com/project-management/openproject-profile/" target="_blank" rel="noopener noreferrer nofollow">Software Advice</a></li>
<li>Review us on <a href="https://www.getapp.de/software/276679/openproject" target="_blank" rel="noopener noreferrer nofollow">GetApp</a></li>
<li>Review us on <a href="https://www.capterra.com/p/152761/OpenProject/" target="_blank" rel="noopener noreferrer nofollow">Capterra</a></li>
</ul>
The Open Source Initiative implements first project management software systemhttps://www.openproject.org/blog/project-management-software-osi/2024-02-21T08:09:00+00:002024-03-18T09:02:42+00:00OpenProject GmbH<h2 id="adopting-open-source-for-effective-project-management">Adopting open source for effective project management</h2>
<p>The Open Source Initiative (OSI) has been a pillar of the open source community since 1998 as the steward of the Open Source Definition and maintainer of a robust list of open source licenses.</p>
<p>When the OSI team went about looking for the right choice for them, they based their search on a company with similar culture and business values.</p>
<p>OpenProject values open source software, transparency in code and intention, as well as kind and ethical business practices. In fact, <a href="https://opensource.org/affiliates/" target="_blank" rel="noopener noreferrer nofollow">OpenProject is an affiliate</a> of the OSI.</p>
<h2 id="interview-with-the-open-source-initiative">Interview with the Open Source Initiative</h2>
<p>I reached out to Nick Vidal, Community Manager, at the OSI to learn more about how they are using it.</p>
<p><strong>How long have you and your team at Open Source Initiative (OSI) been using OpenProject? It hasn’t been very long, right?</strong></p>
<p><strong>Nick Vidal:</strong> Very recent, we began using OpenProject in August 2023.</p>
<p><strong>What made you choose OpenProject out of all the options out there today like Notion, Monday.com, etc.?</strong></p>
<p><strong>Nick Vidal:</strong> Well, at the OSI, we strive to use open source software as well as other initiatives to strengthen and grow awareness for open source in the broader community.</p>
<p><strong>I love that. We see many of our customers use OpenProject for that reason. It’s the best option on the market for an open source project management software solution. Did you use something else before?</strong></p>
<p><strong>Nick Vidal:</strong> We did not! We were starting with a blank slate, and we hired a new program manager recently, so it was a good time for us to make a selection and get started.</p>
<p>OpenProject is also a sponsor of OSI, so we reached out to the team and they were fantastic - they helped us onboard quickly and seamlessly.</p>
<p><strong>Very good to hear. Onboarding can be daunting. So, what is your favorite feature so far?</strong></p>
<p><strong>Nick Vidal:</strong> It’s nice to have everything laid out where we have a good overview of what’s happening. And the ability to assign members to tasks and work packages is fantastic.</p>
<p>I start my day with a notification from OpenProject about what’s happening just for me each day. It’s refreshing and takes out a lot of the guesswork.</p>
<p>Also, we love the Gantt charts, calendar, deadlines, and timelines. This helps us prioritize tasks and work together to reach a goal on time.</p>
<p><span class="screenshot-border"><picture><source type="image/webp" srcset="/blog/images/2024/02/gantt-charts-osi.webp 1357w, /blog/images/2024/02/gantt-charts-osi_1280w.webp 1280w, /blog/images/2024/02/gantt-charts-osi_960w.webp 960w, /blog/images/2024/02/gantt-charts-osi_640w.webp 640w, /blog/images/2024/02/gantt-charts-osi_320w.webp 320w"><img src="/blog/images/2024/02/gantt-charts-osi-9546d497.png" title="" alt="Screenshot from OSI Gantt charts" class="image-screenshot" height="672" width="1357" /></picture></span></p>
<p>For example, every year we run the open source board of elections process. This is a very important process because we have to make sure that everything is accounted for, set up correctly, and there are no biases. This year, the OSI decided to take a new approach to planning and preparing for the elections. Having a strong project management system in place to help us keep track of everything by a certain deadline is huge for us.</p>
<p><strong>Is everyone on your team is using OpenProject to track and work on this project? What if you need to work with external folks?</strong></p>
<p><strong>Nick Vidal:</strong> Yes, everyone from our team is on it. And what I really like is that you can invite external folks, to the company or another team, to collaborate on certain parts of projects as a guest. They signup for an account, but they have certain permissions where they can only see what you need them to work on.</p>
<p>They can make comments, ask questions, and complete the task.</p>
<p><strong>That’s so nice because it’s all in one place so you can see the process and progress. You can see who was involved. There’s timelines associated with it in the commenting, which again, you can do on google documents, but it’s like, it’s not tied into a management system.</strong></p>
<p><strong>Nick Vidal:</strong> Our team is really loving OpenProject, and we can’t wait to see how we use it next.</p>
<p><strong>It was great to chat with you, Nick. Thanks for sharing with us.</strong></p>
Permission management on a task level – with OpenProject’s Share featurehttps://www.openproject.org/blog/permission-management-share/2024-02-20T11:12:00+00:002024-03-18T09:02:42+00:00OpenProject GmbH<p>As a project manager, you want to make sure everyone can do exactly what they need to do to drive the project forward - no more and no less. On the one hand, this concerns people who are directly involved in the project. On the other hand, it also applies to people who are not part of the internal project group but require permissions for specific tasks. In this article, let’s go through a practical example of how you can use OpenProject to ensure that all necessary permissions are set and sensitive data is protected.</p>
<p>We will take a closer look at Example-City, a fictitious municipally in Germany, which plans to start a huge project – digitizing the traffic department. What will they need to do when starting the project, what permissions are needed during the project and how can they manage permissions when the project has ended?</p>
<hr />
<h2 id="before-the-project-decide-on-the-required-user-permissions">Before the project: Decide on the required user permissions</h2>
<p>It’s 9 a.m on a Tuesday morning in Example-City, Germany. Project portfolio manager Charlotte gathers her team to define the necessary user permissions for their digitization project. The challenge lies in <strong>adhering to data protection laws while enabling efficient workflows</strong>. Charlotte has created a new project in OpenProject and now sets up comprehensive permissions for the core project team, including project manager Malik. Malik gets administrational permissions, while the rest of the core team is set up as standard project members with permissions to view, comment and edit work packages.</p>
<p><span class="screenshot-border"><picture><source type="image/webp" srcset="/blog/images/2024/02/openproject-members-example-city.webp 2924w, /blog/images/2024/02/openproject-members-example-city_1980w.webp 1980w, /blog/images/2024/02/openproject-members-example-city_1280w.webp 1280w, /blog/images/2024/02/openproject-members-example-city_960w.webp 960w, /blog/images/2024/02/openproject-members-example-city_640w.webp 640w, /blog/images/2024/02/openproject-members-example-city_320w.webp 320w"><img src="/blog/images/2024/02/openproject-members-example-city-9e6e397d.png" title="" alt="Members of the example project at example city" class="image-screenshot" height="1306" width="2924" /></picture></span></p>
<p>To make the transition to digital processes as easy as possible for the traffic department at the end of the project, employees from this department will be added to the project from the outset. However, it is not planned that they will be actively involved, so they will have view-only rights. Charlotte <strong>creates a new role in OpenProject for this purpose and defines in detail which access authorizations this role should have</strong>.</p>
<p>The following video shows the numerous permission options of a new role in OpenProject from which a system manager (with administrative rights for the entire instance) can choose:</p>
<p><video loop playsinline controls>
<source src="/blog/images/2024/02/roles-permissions-openproject.mp4" type="video/mp4">
Your browser does not support the video tag.
</video>
</p>
<h2 id="during-the-project-share-work-packages-with-external-users-and-adjust-internal-permissions">During the project: Share work packages with external users and adjust internal permissions</h2><h3 id="share-work-packages-with-users-who-are-not-part-of-the-project">Share work packages with users who are not part of the project</h3>
<p>In addition to the core team for the digitization project, Example-City has already commissioned an external service provider to scan the analogue data. This external service provider needs to know some basics, e.g. if blockages or risks arise in the project. They also need access to some of the work packages related to the file scan. However, only to these specific work packages, as other work packages in the project contain sensitive data. Despite the confidentiality agreement, <strong>the external service provider should only be given access that is really necessary</strong> - also for organizational reasons, so that they are not distracted by information that is irrelevant to them.</p>
<p>To do so, Charlotte invites Cyril from the scan company to their OpenProject instance. However, she does not invite him directly to the project, but <strong>shares only the necessary work packages with him</strong>.</p>
<h3 id="share-work-packages-with-project-members-to-adjust-permissions">Share work packages with project members to adjust permissions</h3>
<p>But then, in the middle of the project, <strong>something unexpected happens</strong>: a new regulation is introduced that requires immediate attention and the adaptation of certain digitization processes. Charlotte recognizes the need for specialist knowledge and learns that Lucas from the traffic department is responsible for legal issues. But remember the permission setup before the project: all employees in the traffic department only have view permissions in the project.</p>
<p>To simplify direct involvement and ensure compliance with regulations, she therefore wants to <strong>give Lucas editing rights to the relevant work packages</strong>. To do this, she shares these work packages with Lucas and selects “Edit” as the access authorization. Lucas’ access rights do not change for the remaining work packages in the project - he still has “view-only” rights here.</p>
<p>This precise authorization adjustment allows Lucas to make the necessary changes directly in OpenProject and ensure that the project complies with the latest legal requirements.</p>
<p>In OpenProject, Charlotte and other administrators get a detailed overview of current shared work packages:</p>
<p><span class="screenshot-border"><picture><source type="image/webp" srcset="/blog/images/2024/02/openproject-shared-with-users-example-city.webp 2936w, /blog/images/2024/02/openproject-shared-with-users-example-city_1980w.webp 1980w, /blog/images/2024/02/openproject-shared-with-users-example-city_1280w.webp 1280w, /blog/images/2024/02/openproject-shared-with-users-example-city_960w.webp 960w, /blog/images/2024/02/openproject-shared-with-users-example-city_640w.webp 640w, /blog/images/2024/02/openproject-shared-with-users-example-city_320w.webp 320w"><img src="/blog/images/2024/02/openproject-shared-with-users-example-city-03017df5.png" title="" alt="Shared work packages of the example project at example city" class="image-screenshot" height="1172" width="2936" /></picture></span></p>
<div class="blog-box-hint">
<p><strong>About OpenProjects Share feature</strong>: If you want to give a person access to a work package to either have permissions to view only, to comment or to edit, you can share the work package with them. This can be either a person who…:</p>
<ul>
<li>is already a member of the project (like Lucas in our example)</li>
<li>is a user on OpenProject, but no project member</li>
<li>is not yet part of OpenProject – in that case, they can be invited to the instance via Share feature (like Cyril in our example)</li>
</ul>
<p><a href="/docs/user-guide/work-packages/share-work-packages/">Read more in our user guide</a>. Please note that the Share feature is an <a href="/docs/glossary/#enterprise-add-on">Enterprise add-on</a>.</p>
</div>
<h2 id="after-the-project-remove-permissions-and-shares-that-are-no-longer-required">After the project: Remove permissions and shares that are no longer required</h2>
<p>After the successful completion of the digitization project in Example-City, it must be ensured that the project is properly completed. This also means that <strong>all temporary permissions and approvals are revoked to ensure the security and integrity of the data</strong>. This last step is just as important as setting up permissions at the beginning of the project.</p>
<p>Once the project goals are met and the traffic department is up and running with the new digital processes, Charlotte takes the time to review all permissions and approvals that have been set up throughout the lifecycle of the project. She starts by identifying all external staff, such as Cyril from the scanning company, and revoking their access to the project’s work packages. This is to prevent unauthorized people from accessing the project data after their contribution has been completed.</p>
<p>Charlotte then adjusts the permissions of traffic department employees, including Lucas, who have been granted temporary editing rights for certain requests during the project. She ensures that their permissions are reverted back to “view” or removed altogether when their involvement in the project is no longer required. This measure is important to protect sensitive information and ensure that only current and relevant personnel have access to digital resources.</p>
<p>However, she does not want to archive the project yet, because: <strong>The digitization of the traffic department serves as a precedent for future digitization processes at Example-City</strong>. By archiving the project, it would no longer be visible to anyone and could no longer serve as an example. This is precisely why it is so important to carefully check and adjust the permissions at the end of the project.</p>
<h2 id="openproject-is-a-great-choice-for-organizations-in-the-public-sector">OpenProject is a great choice for organizations in the public sector</h2>
<p>In conclusion, OpenProject stands out as an exemplary project management tool for cities embarking on the path to digital transformation, with key benefits including:</p>
<p><strong>Robust Permissions Management</strong>: OpenProject’s innovative sharing feature makes it easier to manage permissions and offers an unmatched level of flexibility. This feature enables granular control not only at the project level, but also extends to individual work packages, allowing project managers to tailor access rights to the exact needs of individual tasks and team members.</p>
<p><strong>Commitment to Data Privacy</strong>: OpenProject’s <a href="/blog/openproject-commitment-data-privacy/">dedication to data privacy</a> is evident in its compliance with leading data protection standards, such as GDPR. The platform’s proactive approach to data security, featuring regular security updates and transparent data processing policies, makes it a trusted tool for public administration projects.</p>
<p>By adopting OpenProject, cities not only gain access to a powerful project management platform, but also align with a solution that prioritizes the protection of digital assets and sensitive information, ensuring a secure <em>and</em> efficient digital transformation journey.</p>
<p>Get your free 14-days trial for OpenProject Enterprise cloud here: <a href="https://start.openproject.com/" target="_blank" rel="noopener noreferrer">https://start.openproject.com/</a></p>