As an administrator, you can give users full administrative access to Workfront by assigning them the System Administrator access level, or you can assign users administrative access to select areas of the system, when they have a Plan license. Assigning a user with a Plan license administrative access to certain area of the system allows them to perform some administrative functions, but it does not grant them full control of the system.
- Granting Full System Administrator Access to Users
- Granting Administrative Rights to Workfront to Users with a Plan License
- Comparison between the Access of a System Administrator and that of a User with a Plan License with Administrative Rights
As a system administrator, you can give another user a System Administrator license. The system administrator can do everything in the system, including having full access to items they did not create themselves.
To set up a user as a system administrator:
- Click People in the Global Nav bar.
- Select the People tab.
- Click the name of the user to whom you want to grant administrator rights.
- Click Edit User's Info.
For example, if the user's name is Sarah, click Edit Sarah's Info.
The user's info page is displayed.
- Click Access to navigate to the Access section of the page.
- In the Access Level drop-down list, select the System Administrator access level.
Depending on changes made in your system, the name of this access level might have changed.
- Click Save Changes.
The user now has full system administrator rights in the system.
You can give a user with a Plan license administrative access to certain areas of the system. This allows them to perform certain activities similar to those of a system administrator, but they do not have full control of the entire system, like a system administrator would. A Plan license user with administrative rights does not have full control of items they did not create themselves.
For more information about granting users administrative rights to Workfront, see "Administrative Access."
The following table shows the difference between the access rights of a user with a System Administrator license versus those of a user with a Plan license with administrative rights. If users can view all the objects in the system (regardless of who created them), create new ones and modify or delete existing ones, they have full access to the objects. If users can edit the functionality in one area, they have full access to the functionality in that area.
NOTE Users with a Plan license who are designated as a Group Administrator can perform some actions allowed only for the System Administrator. They are allowed to perform these actions only for the groups they administer, their subgroups, and the users in these groups and subgroups.
For more information about Group Administrators, see the "Understanding Group Administrators" section in "Creating and Managing Groups."
|AREA/ OBJECT||SYSTEM ADMINISTRATOR LICENSE||PLAN LICENSE WITH ADMINISTRATIVE ACCESS|
|ACCESS TO THE SETUP AREA|
|Project Preferences: Projects||Full access||No access|
|Project Preferences: Tasks & Issues||Full access||No access|
|Project Preferences: Statuses||Full access||
|Project Preferences: Priorities||Full access||No access|
|Project Preferences: Severities||Full access||No access|
|Project Preferences: Exchange Rates||Full access||Full access|
|Processes: Milestone Paths||Full access||Full access|
|Custom Forms||Full access||
Manage custom forms they created or custom forms shared with them.
Attach custom forms they created or custom forms shared with them to objects they have manage or contribute permissions to.
|Recycle Bin: Recently Deleted||Full access||
Users who are Group Administrators can restore projects assigned to Groups they manage, and tasks, issues, or documents associated with those projects.
|Recycle Bin: Recently Restored||Full access||Users who are Group Administrators can see the items they have recently restored.|
|Job Roles||Full access||
Modify but not delete existing job roles.
Add new job roles.
No access to create Teams.
Add existing teams to users when creating or editing users.
No access to create Groups.
Only Group Administrators can manage group membership, subgroups, and group-level statuses for the groups they manage.
|Companies||Full access||Full access|
|Log in As||Full access||
If their group administrative access is enabled on their Access Level and they are designated as a Group Administrator, they can log in as the users in the group they administer and their subgroups. They cannot log in as a System Administrator.
No access to edit Schedules
Access to add existing schedules to other users, at the user level.
|Timesheet & Hours: Timesheet Profiles||Full access||
Access to assign existing Timesheet Profiles to users, at the user level.
Users who are Group Administrators can create Timesheet Profiles for the groups they administer and their subgroups.
|Timesheet & Hours: Hour Types||Full access||
Access to assign Hour Types to users, at the user level.
|Timesheet & Hours: Preferences||Full access||No access|
|Email: Notifications: Event Notifications||Activate/ Deactivate all||No access|
|Email: Notifications: Reminder Notifications||Full access||Full access|
|Email: Notifications: Email Templates||Full access||
No access to edit Email Templates.
Access to add existing Email Templates to Reminder Notifications.
|Email: Automatic Reminders||Full access||No access|
|Email: Invitations||Full access||
No access to edit Email Invitations.
Access to resend email invitations to unregistered users only from the People tab.
|Email: Setup||Full access||
|Expense Types||Full access||
|Risk Types||Full access||No access|
Full access to modify all access levels.
The System Administrator and External User access levels cannot be modified, by default.
No access to edit Access Levels.
Assign an access level to other users which is lower or equal to theirs at the user level.
|Interface: Layout Templates||Full access||
Access to assign existing Layout Templates to other users, at the user level.<p">Users designated as Group Administrators can create Layout Templates for groups and subgroups they manage.
|Interface: Update Feeds||Full access||
No access to modify Update Feeds.
Access to add fields to be tracked in the Update Feeds when editing Custom Forms.
|Interface: Filters||Full access||
No access to create Filters in the Setup area.
Access to create new filters in a list of objects.
|Interface: Views||Full access||
No access to create Views in the Setup area.
Access to create new views in a list of objects.
|Interface: Groupings||Full access||
No access to create Groupings in the Setup area.
Access to create new groupings in a list of objects.
|Interface: List Controls||Full access||
|Documents: Cloud Providers||Full access||
No access to configure Cloud Providers.
Access to link documents to and from Cloud Providers from the Documents tab, after the Cloud Providers have been integrated with Workfront.
|Documents: Metadata Mapping||Full access||No access|
|Documents: SharePoint Integration||Full access||
No access to configure a SharePoint integration.
Access to link documents to and from SharePoint from the Documents tab, after the SharePoint integration with Workfront has been configured.
|Documents: Custom Integration||Full access||
No access to configure a Custom Integration.
Access to link documents to and from third-party providers from the Documents tab, after the third-party providers have been integrated with Workfront.
|System: Branding||Full access||No access|
|System: Customer Info||Full access||No access|
|System: Single Sign-On (SSO)||Full access||No access|
|System: Update Users for SSO||Full access||No access|
|System: Kick-Starts||Full access||No access|
|System: Diagnostics||Full access||No access|
|System: Preferences||Full access||No access|
|ACCESS TO OBJECTS|
|Calendars||Full access||Manage calendars they create and calendars shared with them.|
|Dashboards||Full access||Manage dashboards they create and dashboards shared with them.|
|Documents||Full access||Manage documents they upload or documents shared with them.|
|Issues||Full access||Manage issues they create or issues shared with them.|
|Portfolios||Full access||Manage portfolios they create or portfolios shared with them.|
|Programs||Full access||Manage programs they create or programs shared with them.|
|Project||Full access||Manage projects they create or projects shared with them.|
|Reports||Full access||Manage reports they create or reports shared with them. View, copy and edit system reports.|
|Tasks||Full access||Manage tasks they create or tasks shared with them|
|Templates||Full access||Manage templates they create or templates shared with them|
|Timesheets||Full access||Full access|
They cannot assign groups to users for which they are not a Group Administrator or groups that are not public.
They cannot assign an access level to users which is higher then their own access level.
If their group administrative access is enabled on their Access Level and they are designated as a Group Administrator on a group, they can reset the password of and log in as the users in the group they administer and their subgroups. They cannot reset the password of or log in as a System Administrator.