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Access Levels by License Type

As a system administrator, you can define the access level that each user could have in Workfront by assigning them a license. Each license comes with a set of default access features that you can modify before  assigning the license to users. You can select to increase the default access level for each license, or restrict it. 

Understanding Default Access

Each license type has a default access identified. As a system administrator you can modify and adjust access to meet the needs of users in the organization, as described in "Configuring Access to the Workfront System."

Users are limited to object access as defined by the system administrator in their access level. System administrator-defined access cannot be expanded when sharing objects with users. Sharing permissions on individual objects work together with the access level of the user to define their access in Workfront. 
For more information about the Workfront access model, see "Understanding the Workfront Access Model."
For information about how to define access levels in the Workfront system, see "Creating and Modifying Access Levels."

You cannot modify the System Administrator and the External User Access Levels. System Administrators can perform any operation within Workfront and they are the only users who gain full access to the Setup area. External Users can view only items shared with them, and they have access to perform very limited actions in Workfront. External Users can approve documents. 

Access Levels By License Type

The following are the levels of access that could be granted to a License Type in the Access Level:

  • View: Users can review and share items.
    NOTE Reviewers and Requesters have limited sharing capabilities. For more information, see the section "Understanding Access to Projects by License Type" in "Understanding Project Access." 
    External users cannot search for items in Workfront. They can View documents and calendars that are specifically shared with them. They can also see the users that share items with them.

  • Edit: Users can create, edit, delete, and share items. Users can have permissions on specific objects that may limit their ability to edit the object. 
  • No Access: No Access to items.

The following table provides an overview of each license and the highest level of access available.

Select the name of each object for details about the access available for that object. 

Object Type 

System Administrator

Plan

Work

Review

Request

External

Users

Edit

Edit

View

View

View

View

Templates

Edit 

Edit

No Access

No Access

 No Access

No Access

Tasks

Edit 

Edit 

Edit

View

View

(can view only the Details page)

No Access

Reports 

(Including Dashboards and Calendars)

Edit 

Edit

View

View

View*

View 
(only for Calendars, without Sharing permissions)

Projects

Edit 

Edit

Edit

(without Create permissions)

View

View

(can view only the Details page)

No Access

Portfolios

(Including Programs)

Edit 

Edit

View

View

No Access

No Access

Issues

Edit 

Edit

Edit

Edit

Edit

No Access

Financial Data

Edit 

Edit

View

View

No Access

No Access

Documents

Edit 

Edit

Edit

Edit

Edit

View

(without Sharing permissions)

Administrator

Edit 

Edit

No Access

No Access

No Access

No Access

* Requestors can view only reports, dashboards, and calendars shared with them. 

Viewing License Type Information for Users

You can view what License Type is associated with each user in a list or report for users. You can also group the list by License Types, or filter it by a specific license. 

Anyone with access to View users and access to the People area can view this information.

To view License Type information in a list of users: 

  1. Navigate to the People area in the Global Navigation Bar.
  2. Select the People tab.
    By default, all Active users display in the list.
  3. In the View drop-down menu, select Licenses.
    licenses_view.png
    The License column displays the name of the license assigned to each user. 
  4. In the Grouping drop-down menu, select License Type.
    license_grouping.png
    This displays all users who have the same License Type grouped together, making the list more accessible.
  5. (Optional) Expand the Filter drop-down menu and select New Filter.
  6. (Optional) Click Add a Filter Rule.
  7. (Optional) Start typing License and select it when it appears in the list.
  8. (Optional) Select the Equal modifier, then start typing the name of a specific license by which you want to filter the list.
    You can specify more than one License Type. 
    filter_by_license_types.png
  9. (Optional) Click Save Filter.
    The list displays only the users associated with the License Types that you specified in the filter. 
This article last updated on 2018-08-01 22:03:30 UTC