As a Workfront Proof administrator, you can grant permissions to users by assigning them user profiles. When you do this, permissions those permissions are available to the user for all proofs in the system.

In addition, you can grant users specific role on individual proofs. For more information about proof roles, see "Understanding Proof Roles."

You can also create custom profiles for users in your organization. For more information, see "Configuring Custom Profiles."

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• Understanding Profiles and Permissions
• Editing a User's Permission Profile

Understanding Profiles and Permissions

The following table displays the permissions available with each profile.

Own Items					Other Users' Items			Admin	Billing
	Add	View	Edit	Delete	View	Edit	Delete	Edit and Delete	Edit
Billilng Admin
Admin
Supervisor
Manager
Observer

Consider the following about roles and permissions:

• Assigned profile permissions relate only to the users and items in your own account. The exception is in the case of Satellite accounts, where the Administrator and Billing Administrator for the main (hub) accounts can access and manage the account settings and billing of those accounts from the hub account level.

• Billing Administrators and Administrators can delete users. This can only be done in Account settings.

• When Billing Administrators and Administrators view proofs that are owned by other users in their account, they view them with the role of a Reviewer.
• Using the Read Only role, Billing Administrators and Administrators can access proofs in folders shared with them or in folders created by them. 

The following sections describe each profile and the permissions associated with the profile in a standard Workfront Proof setup:

• Billing Administrator
• Administrator
• Supervisor
• Manager
• Observer
• Guest

Billing Administrator

Billing Administrators have access to Account settings and Billing, and have the following permissions:

Can create proofs, upload files, and create folders. 

Can view, edit, and delete own proofs and files they create

Can view, edit, and delete proofs and files created by all users in the organization

Can delete the public folders of other users

Has edit rights on all proofs created in the account

Can be set as the Dropzone owner

Can access the Billing page and edit the billing details 

Can access the Account settings page and edit the account details 

Can empty the Trash

Can add, edit, and delete users 

Can create groups and add new contacts

Can delete contacts 

Can edit proof comments if there are no replies on them 

Cannot edit proof replies 

Cannot delete the private folders of other Users 

 

For information on Account settings, see "Account Settings."

For information on Billing, see "Using the Billing Page."

Administrator

Administrators have access to Account settings and have the following permissions:

Can create proofs, upload files, and create folders

Can view, edit, and delete proofs and files they created

Can view, edit, and delete proofs and files created by all users in the organization

Can delete the public folders of other Users

Has edit rights on all proofs created in the account

Can be set as the Dropzone owner

Can access the Account settings page and edit the account details 

Can empty the Trash 

Can add, edit, and delete users

Can create groups and add new contacts  

Can delete contacts 

Can edit proof comments if there are no replies on them  

Cannot edit proof replies

Cannot delete the private folders of other Users 

Cannot access the Billing page or edit the billing details 

Supervisor

Supervisors have the following permissions:

Can create proofs, upload files, and create folders

Can view, edit, and delete own proofs and files they created

Can view, edit, and delete proofs and files created by all users in the organization

Can delete the public folders of other Users

Has edit rights on all proofs created in the account

Can be set as the Dropzone owner

Can create groups and add new contacts 

Can delete contacts 

Can edit proof comments if there are no replies on them 

Cannot edit proof replies

Cannot delete the private folders of other Users 

Cannot access the Billing page or Account settings

Cannot add, edit, or delete users 

Cannot empty the Trash

Manager

Managers have the following permissions:

Can create proofs, upload files, and create folders*

Can view, edit, and delete own proofs and files they create or own 

Can see, review, and approve proofs of other users that are explicitly shared with them (Read Only rights to everything in a shared folder)

Can create groups and add a new contact

Cannot view, edit, or delete proofs and files created by other users in the organization 

Cannot edit proof comments or replies 

Cannot delete the private folders of other Users 

Cannot delete the public folders of other Users 

Cannot access the Billing page or Account settings

Cannot be set as the Dropzone owner

Cannot empty the Trash

Cannot add, edit, or delete users

Cannot delete contacts  

Observer

Observers have the following permissions:

Can see, review, and approve proofs of other users that are explicitly shared with them (Read Only rights to everything in a shared folder)

Can view files that are explicitly shared with them 

Cannot create proofs, upload files, and create folders*

Cannot view, edit, or delete proofs and files created by other users in the organization

Cannot edit proof comments or replies

Cannot delete any items created in the organization 

Cannot access Billing page and Account settings

Cannot be set as the Dropzone owner

Cannot empty the Trash

Cannot add, edit, or delete users 

Cannot create groups or add new contacts 

Cannot delete contacts 

NOTE The menus/functions available to Observers are limited. 

• Observers do not see the Header menu or the green New menu in their Dashboard
• Observers do not see the following links in their Settings: Account settings, Billing

Guest

The Guest profile is used to give access to proofs for reviewers who do not have their own Workfront Proof account. Guests can access proofs shared with them directly via their personal email notifications.

Can view, review, and approve proofs that are explicitly shared with them

Can view files that are explicitly shared with them

Cannot access the Dashboard

Cannot have folders shared with them

Cannot be added as Authors or Moderators to the proofs

NOTE Guests are not Workfront Proof users, so they cannot see all the proofs shared with them in their own Dashboard.

Editing a User's Permission Profile 

Administrators and Billing Administrators can edit the permission profiles of all users in the account. 

1. To find the user to edit, do one of the following: 
   • Navigate to Account Settings, then click the Users tab.
   • Navigate to the Contacts page.
2. Click the user's name whose permissions you want to edit.
   
3. Click the Permissions profile drop-down menu and select a new permission profile.
   Permission profiles are Administrator, Supervisor, Manager, and Observer. 
   For more information on permissions, see "Understanding Profiles and Permissions" in this article.
4. Click anywhere outside of the menu to save. 

NOTE Administrators cannot assign the Billing Administrator profile. You can find a list of Profile changes in the following logs:

• The Account activity logs
• The User's profile log (accessible only to that User)

For more information on activity logs, see "Understanding the Activity Audit Trail."