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Sharing Permissions on Objects

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Understanding Sharing Permissions on Objects

You do not have to be a system administrator to share permissions on objects you have access to, but permissions on objects work within access levels set by the system administrator. A user cannot be given permission to do something that is beyond their access level.
For example, a user cannot create a task on a project if the system administrator has not granted them access to create tasks in Workfront in their access level.
For more information about permissions in the Access Model, see "Understanding Permissions in the Access Model."

As an object owner, you can set permissions for the object you create. As the creator of an object, you have manage permissions on the object by default. 

Remember the following when sharing an object with other users:

  • You can only share the same level or a lower level of permissions you have on the object.
    For example, if you have Contribute permissions on the object, you cannot give another user Manage permissions on that object. 
  • Unless otherwise specifically configured, when you share an object with another user the lower items associated with the object also inherit the same permissions level as they are given on the project.
    For more information about the hierarchy and interdependency of objects in Workfront, see the "Understanding the Interdependency and Hierarchy of Objects" section in "Understanding Objects."

Sharing an Object

  1. Navigate to the object you want to share.

    For information about which objects can be shared, see "Understanding Permissions Levels" in "Understanding Permissions in the Access Model." 

  2. Do either of the following, depending on the type of object you are sharing:
    • When sharing a project, task, issue, report, dashboard, or Calendars: Click the Actions menu, then click Sharing.
      For example, if you are sharing a project, click Project Actions, then Sharing.
    • When sharing a document or a proof: Select the document or proof that you want to share, then click Share.
  3.  In the Give <Object Name> access to field, begin typing the name of the user, team, role, group, or company with whom you want to share the object, then click the name when it appears in the drop-down list.
    For example, if you are sharing a project, use the Give project access to field.
    If you have multiple entities named similarly, they should all be listed. Select the one whose icon indicates which entity you want to share the object with.
  4. (Optional) Repeat step 3 for each user, team, role, or group who you want to grant access to the object.

     

  5. Specify the permissions for each user, team, role, group, or company that you added in Step 3 by clicking the drop-down menu, then selecting the permission level that you want to grant.

    The following options are available:

    • View: Users can review and share the item. 

    • Contribute: Users can make updates, log information, make minor edits, and share, plus all View permissions.

    • Manage: Users have full access to the object, minus administrative rights which are granted at the access level, plus all View and Contribute permissions.
      NOTE The system administrator or the creator of the object has the ability to remove permissions from these entities.

       

       

  6. (Optional) Click Advanced Options to configure specific permissions on the object.

    View, Manage and Contribute have different advanced options depending on the the object and permission selected.

    For more information about the permissions levels, see "Understanding Permissions in the Access Model."

  7. (Optional) Click the gear icon, then in the drop-down menu click Make this visible system-wide to make the object available to all Workfront users.

    All users can see the object based on the permissions that you set.

  8. (Optional) When sharing a project, click the gear icon, then in the drop-down menu click Set as my project access template to set the permissions as a template.

    After you have defined permissions on one project, these same permissions are automatically applied the next time you create a project from scratch.

  9.  (Optional) When sharing a document, report, or calendar click the gear icon, then in the drop-down menu click Make this public to external users. Click copy link, then distribute the link to external users at your discretion.

    Any users with the link are able to view the document.
  10. Click Save.

Sharing Objects in Bulk

From a list of objects, you can share multiple objects at one time with other users, teams, groups, job roles, or companies.  

IMPORTANT When you share objects in bulk, the names of the entities that have permissions to the individual objects are not displayed. When sharing objects in bulk the entities you add to the sharing list are added to the objects selected. They do not override the entities associated with the individual objects. 

To share objects in bulk:

  1. Navigate to a list of objects.
  2. Select two or more objects in the list.
  3. Click Share.
    Users who already have access to the object are not listed as available when bulk sharing.
    NOTE If you do not have permissions to share an object that you selected, the Share button is not visible.
  4. In the Edit <Object Name> access for field, start typing the name of a user, team, group, job role, or company to which you want to grant permissions. 
  5. (Optional) Click the gear icon, then click Make this available system-wide to make the objects selected available to all Workfront users.
  6. Click Save.

Understanding Inherited Permissions

Permissions Inherited from Parent Objects

Permissions in Workfront are inherited hierarchically. This means that if you are granting  permissions to a user on a parent object, they gain the same permissions on the children objects associated with it by default. 

For example, if you give a user Manage permissions to a Portfolio, they have Manage permissions to all Programs, Projects, Tasks, and Issues associated with that Portfolio.

If you do not want the user to have Manage permissions to the children objects, you must manually remove the Inherited Permissions from these objects. 

For more information about inherited permissions and how to remove them, see "Removing Inherited Permissions."

NOTE Your system administrator can disable inherited permissions for documents in your access level. 
For more information about disabling inherited permissions for documents in the access level, see "Creating or Modifying Access Levels."

Permissions Acquired Through Organizational Memberships 

If you grant Manage permissions to a Group of users on an object, and you grant View permissions to an individual user in that Group on the same object, the user has the highest level of permissions (Manage) granted through the Group membership on the object. 

If you want to grant lower permissions to a user who is already part of an organizational unit (Group, Team, Job Role, or Company) with a higher permission level, you must remove the permissions from the organizational unit, and add users individually with a lower level of permissions.  

For more information about the hierarchy of objects in Workfront, see the "Understanding the Interdependency and Hierarchy of Objects" section in "Understanding Objects."

Removing Permission from Objects

You can remove permissions from objects you have access to Share. Removing permissions from objects is identical for all objects that can be shared. 

NOTE You cannot remove permissions when you share items in bulk. You can remove permissions only when selecting individual items. 

To remove permissions from objects consider the following: 

Removing Entities from the Sharing List of an Object

You can remove entities from the sharing list of an object to remove their permissions from the object.

To remove permissions from objects: 

  1. Navigate to an object on which you want to modify the permissions.
  2. Click the Actions menu, then click Sharing.
    For example, on a project, click Project Actions, then Sharing
  3. Click the x next to the name of a user, team, group, company, job role to remove them.
  4. In the <User Name>'s Workfront access will be removed from this drop-down menu, select whether you want their access to be removed just from the object you have selected, or from all children objects associated with it. 
    The following scenarios exist:
    • If you remove the entity only from the object, that entity loses their permissions on the object, and their inherited permissions to the children objects. If they are granted permissions to the children items individually, they retain the same permissions on all children objects associated with it when you select this option. 
    • If you remove the entity from the object and all the children objects, that entity loses their permissions to the object as well as all children objects, even when they have been given individual permission on each child object. 
  5. Click Save.

Removing Inherited Permissions

Inherited permissions can be removed from objects allowing for owners to specifically identify who will get access to children objects regardless of the access of a user to a parent object. Only users with Manage permission are able to remove inherited permissions.

To remove inherited permissions:

  1. Navigate to an object to which you have Manage permissions.
    For example, navigate to a task.
  2. Go to the sharing list as described in "Sharing Objects."
  3. Select the X mark next to Inherited Permission on the sharing box to remove anyone listed there.

    This ensures that no one who is granted permissions to the parent object (for example, the project) has permissions to this task by default. You must list  individual entities in the sharing list of the task to grant permissions on the task. 
    NOTE You cannot remove individual entities from the Inherited Permissions list. You can only disable the Inherited Permissions for all entities listed.
  4. Click Save

Making an Object Private

If you have shared an object system-wide, or you have shared it with external uses by making it public, you can make it private again by removing the system-wide or public permissions. 

For more information about making an object available system-wide, or publicly, see "Sharing an Object."

To make an object private:

  1. Navigate to the object you want to make private.
    For example, navigate to a report.
  2. Click Report Actions, then Sharing.
    make_report_private_2.png
  3. Click Remove public access to remove the access of external users to viewing the report.
  4. Click Remove system-wide access to stop sharing it with all Workfront users. 
  5. Click Save.

Requesting Permissions to Objects

When someone sends you a link to an object which you do not have permissions to View, or when you have lower permissions on an object and you want to request a higher level of permissions, you can request permissions on the object. 

You can request access to an object from anyone who has Share permission to the object. 

For more information about requesting permissions to objects, see "Requesting Permissions."

Sharing Limitations

You can share an object with up to 100 entities (Users, Teams, Groups, Job Roles, Companies). We recommend that you share objects with Groups, Teams, or Companies rather than with individual users, to avoid this limitation. 

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Linked to other articles, do not change: Understanding Permissions on Objects, all articles about permissions (projects, portfolio, tasks, issues, documents, finances, reporting, etc), Understanding Groups.