Streamlining User Access Assignment in Proposals Merged

Feature Request: Automated Proposal Access Based on Assignment

Summary:
Automatically grant proposal access to users when they are assigned to a proposal via Workflow, Admins, RAM, or owner/role fields, eliminating the need to re‑enter the same users on the Access tab. This ensures that anyone responsible for a proposal can immediately view and work on it without redundant manual access management.

Problem Statement:
Today, proposal access and proposal assignment are managed separately. When users are assigned in Workflow, Admins, or RAM, they do not automatically receive access to the proposal. Administrators must then manually add those same users again on the Access tab. This duplication of effort is inefficient, increases the chance of missing or incorrect access, and creates confusion when assigned users cannot see or open proposals they are responsible for.

Proposed Solution:
Automatically synchronize proposal access with assignment-related fields in the proposal properties.

• When a user is added in Workflow, Admins, RAM, or other assignment/owner fields, grant them appropriate access to the proposal without requiring a separate Access tab update.

• When a user is removed from those assignment fields, optionally remove or adjust their access according to configurable rules (e.g., downgrade from editor to viewer, or remove entirely).

• Provide an admin-level configuration panel where administrators can:

  • Select which assignment fields (Workflow, Admins, RAM, Owners, etc.) drive proposal access.

  • Define the default access level (viewer/editor/admin) associated with each assignment type.

• If there is a single RAM group configured, automatically add assigned users into that RAM group where appropriate, ensuring consistency across roles and access controls.

• Clearly indicate within the proposal UI that access is being governed by assignments (e.g., badges or tooltips), reducing the need to manage the Access tab manually in standard scenarios.

Benefits:

• Eliminates redundant data entry across Workflow, Admins, RAM, and the Access tab.

• Ensures assigned users can immediately view and work on proposals, improving productivity and collaboration.

• Reduces access-related errors and support tickets caused by users being assigned but unable to see proposals.

• Simplifies access management for administrators, freeing time for higher-value activities.

• Creates a more intuitive and consistent user experience by tying access directly to assignments and responsibilities.