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rdms:workflows:participate [2025/02/11 12:29] – burcurdms:workflows:participate [2025/08/22 07:27] (current) – burcu
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 +{{indexmenu_n>1}}
 +====== 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 of which you are not currently a member. In the screenshot below, you can see the main page of the workflow (displayed zoomed out for clarity). 
 +
 +{{ :rdms:workflows:propa1.png?direct&1000 | }}
 +
 +This workflow has two main roles:
 +  * **Requester**: The person requesting participation in a project.
 +  * **Owner**: The person granting or denying participation in a project.
 +
 +As shown in the screenshots, requests in which your role is **Requester** are displayed in blue, while requests in which your role is **Owner** are displayed in white. You cannot modify blue requests once they are submitted, whereas you can accept or decline white requests.
 +
 +==== Workflow as Owner ====
 +
 +As an Owner, you are responsible for reviewing participation requests submitted for projects you own. 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 both via the web interface and 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 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 | }}
 +
 +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 a role to the new project member at this stage. 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. **Requester**. The system also allows you to assign a role to the new project member, if required. 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 | }}
 +
 +Once you have made your choice, the RDMS will notify the **Requester** of the outcome. Please remember to move the request to //Closed// when you are finished, 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.
 +
 +{{ :rdms:workflows:propa6.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".
 +
 +{{ :rdms:workflows:propa7.png?direct&400 | }}
 +
 +**Note**: Reopening a request does not undo any decisions already made. If you granted access to the **Requester** before closing the request, they will still have the same level of access. To remove or change their access, please use the Project Management tab.
 +
 +==== Workflow as Requester ====
 +
 +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.
 +
 +{{ :rdms:workflows:propa3.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".
 +
 +{{ :rdms:workflows:propa4.png?direct&1000 | }}
 +
 +**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 owner has not yet closed it. 
 +
 +If you are experiencing this issue, please contact the owner 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 **Owner** 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 **Owner**'s decision. 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 **Owner**.
 +