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rdms:workflows:participate [2025/02/10 09:54] – burcurdms:workflows:participate [2026/07/29 12:02] (current) – slight rephrasing ang spellchecking giulio
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 ====== Project Participation Request ====== ====== 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). +One of the workflows available in the RDMS is the workflow to manage project participation requests. This workflow can either allow you to request participation in a project you are not currently a member of, or it can allow you to manage other users' participation requests to your own projects. In the screenshot below, you can see the main page of the workflow. 
  
 {{ :rdms:workflows:propa1.png?direct&1000 | }} {{ :rdms:workflows:propa1.png?direct&1000 | }}
  
-This workflow has two main roles: +This workflow involves two roles: 
-  * **Requester**: The person asking to participate in a project +  * **Requester**: The person requesting participation in a project. 
-  * **Owner**: The person granting or denying participation to a project+  * **Project Admin**: 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.+As shown in the screenshots, **requests in which your role is requester are displayed in blue**, while **requests in which your role is admin are displayed in white**. You cannot modify blue requests once they are submitted, whereas you can accept or decline white requests.
  
-==== Workflow as Owner ====+==== The Project Admin Role ====
  
-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).+As a Project Admin, you are responsible for reviewing participation requests for your projects. Once a user has submitted a request to participate in a project you own, the RDMS will notify you of that request. The notification is sent via email, but is also visible in the web interface. To handle a project participation request, you can 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 have the option to either "Accept" or "Decline" the participation request. Once you have made your decision, the request status will change to either "Accepted" or "Declined" (see first figure).
  
-{{ :rdms:workflows:propa2.png?direct&400 | }}+{{ :rdms:workflows:propa2.png?direct&300 | }}
  
-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.+If you accept the request, a new window will open. The RDMS then asks you to define which permission level to grant the requester. If required, you can also assign an additional role to the new project member at this stage (see [[archiving|archiving workflow]] for the meaning of each role). 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.
  
-{{ :rdms:workflows:propa5.png?direct&600 | }}+{{ :rdms:workflows:propa5.png?direct&400 | }}
  
-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 you have made your choice, the RDMS will notify the Requester of the outcome.
  
-{{ :rdms:workflows:propa6.png?direct&400 | }}+To allow renewed submission of a request, you need to close it, as this will allow the Requester to submit a new request if necessary. See the figure below for instructions 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//.+{{ :rdms:workflows:propa6.png?direct&300 | }}
  
-{{ :rdms:workflows:propa7.png?direct&400 | }}+Once a request has been closed, you can reopen it at any time 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.+{{ :rdms:workflows:propa7.png?direct&300 | }}
  
-==== Workflow as Requester ====+**Note**: Reopening a request does not undo any decisions already made. So if you reopen a request that you accepted in the past, the request will still have the same access after reopening it. If you want to remove the participant from a project or change their role in the project, you can use the project management function in the [[..:webapp:datamanagement|Data 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.+==== The Requester Role ====
  
-{{ :rdms:workflows:propa3.png?direct&1000 | }}+To start a project participation request, 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//.+{{ :rdms:workflows:propa3.png?direct&800 | }}
  
-{{ :rdms:workflows:propa4.png?direct&1000 | }}+A new window will open, displaying a list of available projects for this workflow, along with 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.+{{ :rdms:workflows:propa4.png?direct&800 | }}
  
-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**.+**Note**: If the project you want to participate in does not appear in the list and cannot be found using the search bar, then one of the following situations applies: 
 + 
 +  * You are already a member of that project. 
 +  * Your previous request was declined, and the Project Admin has not closed it yet.  
 + 
 +If you are experiencing this issue, please contact the admin of the project and ask them to either "Reopen"  or "Close" your request. If they close the request, then you can submit a new one. If they reopen the request, it becomes active again, and all you have to do is wait for their decision. 
 + 
 +Once your request has been submitted, the admin of the project will be notified. Your request will appear in blue under the "Open" status column. At this stage, all you need to do is wait for the decision of the Project Admin. Once they have made a choice, your request will be updated to either "Accepted" or "Declined", and you will be notified both through the web interface and via email. If your request is accepted, then you will gain access to the project with the permissions and role assigned to you by the Project Admin. Please refer to the previous screenshots for a graphical representation of your request.