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Updated by Parimal Satyal over 3 years ago
# User Problem
## User
_What persona, persona segment, or customer type experiences the problem most acutely?_
* Project manager
* Team lead
* Project member
* Customer
* Supplier
<figure class="table op-uc-figure_align-center op-uc-figure"><table class="op-uc-table"><thead class="op-uc-table--head"><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head"><br data-cke-filler="true"></th><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">Problem: What problem or job does the user have?</th><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">Pain: <i>What is the primary workaround that users perform that we could remove or replace? Why is it painful?</i></th></tr></thead><tbody><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">1</th><td class="op-uc-p op-uc-table--cell">Users don't have access to the work packages that they need for the project team to work efficiently.</td><td class="op-uc-p op-uc-table--cell">The communication is done by email or chat. There is no single source of truth anymore.</td></tr><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">2</th><td class="op-uc-p op-uc-table--cell">Users have access to confidential data that they should not know. </td><td class="op-uc-p op-uc-table--cell">Adding too many users to a project violates the need-to-know-principle. People then don't put relevant information into the work packages because they are afraid this might leak to the wrong users. </td></tr></tbody></table></figure>
# Business Case
## Reach
_About how many users, customers or potential customers currently have this problem?_ problem?_
* Especially larger organizations with matrix structures.
* Teams that communicate with external users (clients, suppliers)
## Impact
_Among relevant customers or prospects, how much value do they get from a comprehensive solution to this problem? (Conservative case)_
* It removes the need to duplicate information. It increases transparency and avoids extra effort and chaos.
## Confidence
_What are the top risk factors that could inhibit our ability to deliver this solution? Please consider how we can mitigate these risks._
* Risks
* Potential performance overhead that requires additional attention.
* Potential security risks: we need seucrity problems: to be very careful
* Confidence factor that we are doing the right thing
* High: we have received this requirement from many organizations.
* It applies to the OpenProject team as well.
## Urgency and Priority
_What is the relative priority of this opportunity in your backlog? What tradeoffs must you make? Is there a hard deadline or could this wait?_
* It is important but there are currently other UX topics with a higher RICE-value.
## Solution
_How do we solve the user’s problem. What is our “pain killer”? What must we achieve in the first version of the solution in order to achieve value for the user?_
### Step 1: Share work packages with guest users
* Separate setting to enable this setting globally.
* Separate permissions for project roles to share work packages with external users.
* Guest users are not counted towards the licensed seats. This feature is enabled in higher plans.
* The work package has a separate tab for sharing options together with watchers.
* E-Mails are sent out to those guest users.
* Option 1: The user does not create a user account. In this case we need to handle the invalidation of those access tokens.
* Option 2: The user creates a user account with a password. This allows the user to access all work packages that are shared with this user. It also allows to change the users notification settings.
* The invited user has the following permissions
* View work package attributes
* Subject
* Description
* Date
* Version
* Activity
* Work package attributes
* Not: Time and costs
* Add comments
* Edit own comments
* See attachments
* Upload attachments
* Revoke access tokens
* Limited time for access tokens. Can be refreshed by validating the email address.
* There are work package filters that allow to filter for shared work packages.
### Step 2: Share work packages with other projects (support of matrix structures)
* Adding the option to share work packages with other projects (in the same sharing tab).
* In the project there are view to identify the shared work packages
* Shared with other projects
* Shared from other projects
## Out of Scope for the MVC
_What should NOT be in the minimal viable change, and can be considered for future iterations? Why? Please order them by importance._
* Private comments (separate work package)
* Individual permissions for work package attributes and custom fields.
* Sharing work packages with the project hierarchy (e.g. milestones that are shared with sub projects)
## Differentiation
_What do you believe will differentiate us from the current experience or competitive experiences?_
* There are other tools, especially helpdesk tools that support step 1.
* There aren't any project management tools that support matrix structures yet (as far as I know).
## Next iteration
_What is the next solution that would allow us to release meaningful customer value quickly?_
* Access tokens for individual work packages.
# Launch and Growth
## Measures
_How will you know you solved the problem? Please list measurable, quantitative indicators (preferred) or qualitative ways you plan on assessing the solution?_
* Number of shared work packages
* Number of clients booking the add-on.
## Messaging
_If you were to write a press release, how would you describe the value to customers?_
<figure class="table op-uc-figure_align-center op-uc-figure"><table class="op-uc-table"><tbody><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">Headline</th><td class="op-uc-p op-uc-table--cell">Collaborate with guest users</td></tr><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">First Paragraph</th><td class="op-uc-p op-uc-table--cell">OpenProject now supports the sharing of work packages with users that are not part of the project team.</td></tr><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">Customer Quote</th><td class="op-uc-p op-uc-table--cell">It is now much easier for us to have one single source of truth for our project information. I can give users access to the information they need. At the same time I can control much better what information is shared with the individual users (need to know principle). </td></tr></tbody></table></figure>
## Go to market
_How are you planning on getting this into users' hands?_
* Blog article
* Release communication
* Social media
* In-app notification
## User
_What persona, persona segment, or customer type experiences the problem most acutely?_
* Project manager
* Team lead
* Project member
* Customer
* Supplier
<figure class="table op-uc-figure_align-center op-uc-figure"><table class="op-uc-table"><thead class="op-uc-table--head"><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head"><br data-cke-filler="true"></th><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">Problem: What problem or job does the user have?</th><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">Pain: <i>What is the primary workaround that users perform that we could remove or replace? Why is it painful?</i></th></tr></thead><tbody><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">1</th><td class="op-uc-p op-uc-table--cell">Users don't have access to the work packages that they need for the project team to work efficiently.</td><td class="op-uc-p op-uc-table--cell">The communication is done by email or chat. There is no single source of truth anymore.</td></tr><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">2</th><td class="op-uc-p op-uc-table--cell">Users have access to confidential data that they should not know. </td><td class="op-uc-p op-uc-table--cell">Adding too many users to a project violates the need-to-know-principle. People then don't put relevant information into the work packages because they are afraid this might leak to the wrong users. </td></tr></tbody></table></figure>
# Business Case
## Reach
_About how many users, customers or potential customers currently have this problem?_
* Especially larger organizations with matrix structures.
* Teams that communicate with external users (clients, suppliers)
## Impact
_Among relevant customers or prospects, how much value do they get from a comprehensive solution to this problem? (Conservative case)_
* It removes the need to duplicate information. It increases transparency and avoids extra effort and chaos.
## Confidence
_What are the top risk factors that could inhibit our ability to deliver this solution? Please consider how we can mitigate these risks._
* Risks
* Potential performance overhead that requires additional attention.
* Potential security risks: we need
* Confidence factor that we are doing the right thing
* High: we have received this requirement from many organizations.
* It applies to the OpenProject team as well.
## Urgency and Priority
_What is the relative priority of this opportunity in your backlog? What tradeoffs must you make? Is there a hard deadline or could this wait?_
* It is important but there are currently other UX topics with a higher RICE-value.
## Solution
_How do we solve the user’s problem. What is our “pain killer”? What must we achieve in the first version of the solution in order to achieve value for the user?_
### Step 1: Share work packages with guest users
* Separate setting to enable this setting globally.
* Separate permissions for project roles to share work packages with external users.
* Guest users are not counted towards the licensed seats. This feature is enabled in higher plans.
* The work package has a separate tab for sharing options together with watchers.
* E-Mails are sent out to those guest users.
* Option 1: The user does not create a user account. In this case we need to handle the invalidation of those access tokens.
* Option 2: The user creates a user account with a password. This allows the user to access all work packages that are shared with this user. It also allows to change the users notification settings.
* The invited user has the following permissions
* View work package attributes
* Subject
* Description
* Date
* Version
* Activity
* Work package attributes
* Not: Time and costs
* Add comments
* Edit own comments
* See attachments
* Upload attachments
* Revoke access tokens
* Limited time for access tokens. Can be refreshed by validating the email address.
* There are work package filters that allow to filter for shared work packages.
### Step 2: Share work packages with other projects (support of matrix structures)
* Adding the option to share work packages with other projects (in the same sharing tab).
* In the project there are view to identify the shared work packages
* Shared with other projects
* Shared from other projects
## Out of Scope for the MVC
_What should NOT be in the minimal viable change, and can be considered for future iterations? Why? Please order them by importance._
* Private comments (separate work package)
* Individual permissions for work package attributes and custom fields.
* Sharing work packages with the project hierarchy (e.g. milestones that are shared with sub projects)
## Differentiation
_What do you believe will differentiate us from the current experience or competitive experiences?_
* There are other tools, especially helpdesk tools that support step 1.
* There aren't any project management tools that support matrix structures yet (as far as I know).
## Next iteration
_What is the next solution that would allow us to release meaningful customer value quickly?_
* Access tokens for individual work packages.
# Launch and Growth
## Measures
_How will you know you solved the problem? Please list measurable, quantitative indicators (preferred) or qualitative ways you plan on assessing the solution?_
* Number of shared work packages
* Number of clients booking the add-on.
## Messaging
_If you were to write a press release, how would you describe the value to customers?_
<figure class="table op-uc-figure_align-center op-uc-figure"><table class="op-uc-table"><tbody><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">Headline</th><td class="op-uc-p op-uc-table--cell">Collaborate with guest users</td></tr><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">First Paragraph</th><td class="op-uc-p op-uc-table--cell">OpenProject now supports the sharing of work packages with users that are not part of the project team.</td></tr><tr class="op-uc-table--row"><th class="op-uc-p op-uc-table--cell op-uc-table--cell_head">Customer Quote</th><td class="op-uc-p op-uc-table--cell">It is now much easier for us to have one single source of truth for our project information. I can give users access to the information they need. At the same time I can control much better what information is shared with the individual users (need to know principle). </td></tr></tbody></table></figure>
## Go to market
_How are you planning on getting this into users' hands?_
* Blog article
* Release communication
* Social media
* In-app notification