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Understanding License Types

Overview

License Types help to distinguish what a person can do and see within Workfront. Depending on a users license type they maybe able to create work or they may be limited to only viewing information.

Details

This feature provides user access to Workfront. The license type assigned to a user impact how they use Workfront and view information. There are two license type categories: User and Collaborator. User licenses consist of Plan and Work. Collaborator licenses consist of Review, Request, and External, and are part of the Collaborator Package.  License type limits user ability to access areas of the product and restricts certain access scopes. 

Plan

A user with a Plan license can be assigned to any permission provided in the Access Level's interface. A user assigned to an Access Level associated with the Plan license type occupies one of the Plan License seats made available to you through your organization's license agreement. This is the person who can plan projects, make assignments, and manage tasks through the project plan. This license type can be modified through the access levels, but it is the highest level of the license types.

Work

Work license users are restricted to only the permissions that a typical project collaborator would need to perform his/her work in Workfront. For example, a project team member does not need to create or edit projects. No permission can be given to provide this functionality through the Work license. If additional privileges are necessary for a user to perform work in Workfront, consider upgrading that user to an Access Level with the Plan license. These are the ones who do the work. They log in, accept tasks, make updates and mark tasks complete. They do not plan the work, they accomplish it.

Review

The Review License is part of the Collaboration Package. The purpose of the Review license is to provide permissions to resources who are not project owners/team members but need to access Workfront to see all of the items they are involved with. For example: A stakeholder participates in an ongoing legal review of marketing materials as part of the work process. The Review license allows these resources the ability to log in to Workfront to see updates on work. In addition, they can participate in the work process by approving projects, tasks, or issues. They are not able to approve timesheets. 

The Review license is essentially a read-only license type, with the ability to approve. A secondary use for this license type could be to provide limited access to external project stakeholders (i.e., vendors, subcontractors, clients, etc.) that may need to see the timeline, status of a project, or approve information but do not need to have permission to collaborate through the system.

If a user with a review license is assigned work, the manager will be prompted with a warning. The warning is a reminder that the user will not be able to edit or complete the task or issue.  The warning will also show on tool tips to aid in the assignment process. 

Review license users see the My Updates page instead of the My Work page. For more information, see "My Updates Page." Review license are part of the collaboration package

Request

The Request license is part of the Collaboration Package. It helps users make and receive simple requests. Users with Access Levels associated with the Request License can log in to Workfront to submit requests using a request queue, and review the status of issues they have submitted. For example, a user can log issues to the Internal IT Support request queue.

External

The External (Email) license is part of the Collaboration Package. It is designed for individuals who do not use Workfront but need to occasionally review, download or view documents. This is the most restrictive license type. For example, an Workfront user needs to get feedback from an external consultant.

What are the benefits of this feature?

When you use this feature, you gain security of information and hierarchy of users. You can create users in the system that have no license assigned. These users are not able to log in to Workfront or complete any work, but the project manager is still able to assign a task to a non-license user. This action serves essentially as a place-holder and is strictly for the project manager to be able to track those assigned tasks. The user with no license will not do any action in Workfront. It is only for the project manager to know who is assigned a task and be able to track it.

When to use this feature?

Use this feature when implementing Workfront and creating new users.