Resources

A Resource is a user within your ConceptShare Account. If you are an Account Administrator, the permissions you assign to users will determine what they can see and do within the Account.

Permissions are organized in the Account Roles, Project Roles and Review Roles. You can create new roles to align with your organization's needs. You can also create Teams, and then assign Resources to the Teams to allow efficient task assignments.

Account Administrator

While users with the appropriate permissions can add Resources at various points within ConceptShare, it is the Account Administrator who normally adds the initial users to the Account during the setup phase, and ensure they have the appropriate roles assigned to them. Determining who will be responsible for managing Account Resources is crucial. For more information, see the ConceptShare Account Configuration.

Limit

Each Account has a contract for a set maximum number of users that can be active at a time. Inactive Resources do not count against your Account's maximum value. Once your Account reaches the maximum number of active users, you can still add new Resources to the Account but will not be able to activate them unless you first deactivate other Resources. If you are an Account Administrator, reach out to our Sales Team if you want to increase the maximum number of active users.

Guest Reviewers

You can add guest Reviewers when gathering feedback in a Review. Guest Reviewers are Resources who are granted temporary access to a specific Review. They do not have a ConceptShare Account, so they do not count against the set user limit. ConceptShare revokes a Guest Reviewer's access 90 days after he or she was removed from a Review. For more information, see Review.

Removing Account Resources

There will be situations when you need to remove a resource from your Account. For example, you have finished working with a specific freelancer, or when an employee leaves an organization. The following verification questions will help you determine if you need to remove a resource or just deactivate it.

1. Will the person be using your ConceptShare Account again in the future?

   If the answer is yes, we recommend that you simply change this user's account status to Inactive. This prevents the user from logging into your ConceptShare account until you reactivate the account. This approach also saves you the work of recreating that user's account once he or she returns to your Projects.

2. Do they have outstanding work that needs to be reassigned?

   If the answer is yes, for the moment, deactivate the Resources if they have outstanding work that needs to be reassigned to others. Reassigning work can be performed from the Work screen, or in Reviews. Once work has been reassigned, you can remove the users.

   If the answer is no, removing Resources in ConceptShare permanently removes them from all Projects, Deliverables, Reviews, and To-dos, and prevents them from logging into the account. It will not, however, delete any Asset they have uploaded, or comments they have added in Reviews; ConceptShare retains those records.