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SharePoint Task List Project user sync RRS feed

  • Question

  • I'm using Project Server 2013 on-premise in Project Server permissions mode.

    I create a new 'SharePoint Tasks List Project'. I go to the site, the Tasks page and I create some tasks. Using the 'Assigned To' field in the Tasks list, I assign some people to the tasks. Some of these people do not yet exist in PWA as Resource or User.

    When this task list is synced with the project in PWA, the sync job automatically creates the people not yet in PWA as Resource AND User.

    Can I disable this behavior?

    Cause to me this seems like a major hole in the PWA permissions. Project Managers don't have the permission in PWA to create new resources, but if they add them to a SharePoint Task List project, they are added automatically. I don't want project managers to be able to create resources and/or users in PWA.

    First of all, our resource pool is sync'ed with another LOB system. Secondly, this has an impact on the required user licenses.

    So once again, can I disable this behavior?

    I already disabled 'Enable Project Site Sync for SharePoint Tasks List Projects' in PWA settings, but this does not seem to make any difference.

    Thank you!


    Wednesday, August 27, 2014 1:23 PM
    Moderator

Answers

  • Hi,

    The resource is created as a new resource with no security group and no loggin account, meaning it is strictly a resource and not a user. So this resource can be assigned on others projects but cannot connect to PS in any way (thus does not consume a CAL) unless you convert it into a user by adding a valid account and a security group.


    Hope this helps,


    Guillaume Rouyre, MBA, MCP, MCTS |


    Saturday, September 6, 2014 12:40 PM
    Moderator

All replies

  • Hi Hans,

    I stumbled across this looking for something else and was dubious, but I tested it, and sure enough, this does appear to be the way it works.  We also have concerns about this functionality.   One thing I noticed is that though the user is created in PWA, they don't appear to be part of any groups - does the user function as a real resource once they are there?  We're going to test this in more depth, but I would be curious to know if you could then add the resource to other projects within Project Pro, if they can log in, and if they use a CAL.  I haven't been able to find a clear way to count CALS in Project Server 2013, so I'm not sure about that yet.  We're still in the testing phase of upgrading to 2013, so I'm still learning.  I'd like to know what you've found.  Please let me know.

    Thanks!


    Elli J Project Solutions Specialist Blog: http://projectserverpants.wordpress.com/

    Friday, September 5, 2014 8:22 PM
  • We tested this with a user who was not already in the resource pool, and she was not able to log in to PWA, but she can be added to projects from the enterprise pool. My remaining question is about licensing....

    Elli J Project Solutions Specialist Blog: http://projectserverpants.wordpress.com/

    Saturday, September 6, 2014 3:05 AM
  • Hi,

    The resource is created as a new resource with no security group and no loggin account, meaning it is strictly a resource and not a user. So this resource can be assigned on others projects but cannot connect to PS in any way (thus does not consume a CAL) unless you convert it into a user by adding a valid account and a security group.


    Hope this helps,


    Guillaume Rouyre, MBA, MCP, MCTS |


    Saturday, September 6, 2014 12:40 PM
    Moderator
  • Hi ElliJ and Guillaume,

    Thank you for your answers.

    My test results are different however. The resource is created both as Resource and User. No security group is assigned to the user however.

    But licensing is not our only problem with this behavior. Our resources are synced with a HR system. All resources are available to be assigned to projects, but not all resources have (need) access to PWA (they are not users).
    But as this SharePoint sync automatically adds resources and users, based on their NT account, this can lead to duplicate resources and hence interferes with the resource synchronization with our HR system. Not to mention the confusion this creates for Project Managers and other users when they see duplicate resources.

    I hope this clarifies my problem.

    Kind regards

    Monday, September 15, 2014 8:49 AM
    Moderator