Project Participation Request

One of the workflows available in the RDMS is the Project Participation Request workflow. As the name suggests, this workflow allows you to request participation in a project you are not currently a part of. In the screenshot below, you can see the main page of the workflow (zoomed out for clarity).

This workflow has two main roles:

• Requester: The person requesting to participate in a project
• Owner: The person granting or denying participation in a project

As you can see in the screenshots, requests where your role is that of Requester are displayed in blue, while requests where your role is that of an Owner are displayed in white. You cannot modify blue requests once submitted, but you are able to accept or decline white requests.

We will first explain what you can do as an Owner in this workflow. Once a request to participate in a project you own has been submitted by a user, the RDMS will notify you of the request. The notification is sent both as a system-internal notification and via email. You can then navigate to the Workflow page shown above and find the request in the Open status. If you click on the three vertical dots (as shown in the figure below), you will be able to either Accept or Decline the participation request. Once you have made your decision, the request will change status to either Accepted or Declined (see first figure).

If you accept the request, a new window will open. The RDMS then asks you to define which permission level to grant the Requester. The system also allows you to assign a role to the new project member, if that is needed. Click on Add User Permission to confirm your choices and allow access to the project. Both permissions and roles can be adjusted at a later date from the project management tab, should you decide to change them.

Once you have made your choice, the RDMS will notify the Requester of the outcome. Please move the request to Closed once you are done, as that will allow the Requester to send a new request, should that be necessary. See the figure below on how to close the request.

Once a request is closed, you can always reopen it yourself by clicking on the three vertical dots and selecting Reopen.

Note: Reopening a request does not roll back the decisions already made. If you granted access to the Requester before closing it, then they will still have the same level of access. To remove or change their access, please use the project management tab.

To start a project participation request as a Requester, click on the options wheel icon in the top right corner and select Request project participation, as shown in the figure below.

A new window will open. This window contains a list of available projects for this workflow, as well as a search bar at the top. Find the project you want to request access to, then click on Request.

Note: If the list does not contain the project you want to want to participate in, and the search bar also cannot find it, then you are either already a member of that project or your request has been previously declined and the owner of the project has not closed it. If you are experiencing this issue, please contact the owner of the project and ask them to either Reopen your request or Close it. If they close the request, then you can apply again. If they reopen it, then your request is active again and all you have to do is wait for their decision.

Once your request has been submitted, the Owner of the project will be notified. Your request will appear in blue in the Open status column. All you have to do now is wait for the decision of the Owner. Once they have made a choice, your request will be moved to the appropriate status (Accepted or Declined) and you will be notified both internally and via email of the decision. If your request was accepted, then you can now access the project with the permissions and role granted to you by the Owner.