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Understanding the Access Model

Overview

The Access Model provides system administrators control over the Workfront environment to empower and provide permission-based access to their end-users. 

Details

System administrators define the access users have and includes the highest level possible for those users. These are known as Access Levels. They are defined under Setup > Access Levels. 

  • Without an Access Level, users cannot log in to Workfront. Access levels provide guidelines for user actions through:

No View, Edit, and View

Object owners (project managers or document owners) define who can see, manage, and contribute to work through sharing known as permissions. This occurs on specific objects like projects, tasks, documents, or reports.

  • Object owners work within Access Levels to share user permissions. For example, a user cannot manage tasks if the administrator doesn't give them access to edit. The reverse is true as well. If a project manager doesn't want a user to be able to add tasks to projects, he or she can restrict the user ability by changing their permissions on the project. 

How It Works

Access to Projects, Tasks, Issues, Documents, Portfolios, Programs, Calendars, Reports, or Dashboards are set through sharing permissions. An object owner is granted access by default and needs to share access with others. System administrators have access to all objects in Workfront and can share items as needed. Users are given permissions automatically when included in conversations, assigned to tasks or issues, or identified as an approver. They can request additional access as needed from the object owner. 

Considerations

Workfront provides several default Access Levels. Access levels can be modified or organizations can create new access levels to meet their needs. 

It is important to remember that access levels and permissions work together. System administrators set the foundation for users in the system, while object owners (e.g. project manager, document owner, task assignee, etc.) share specific actions related to the object. 

Access is inherited through object hierarchy. If a user has access to a project they also have access to the tasks, issues, and documents associated with that project.

Check out the FAQs for common questions. 

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