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Understanding Permissions in the Access Model

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Understanding Access Levels and Permissions

As the system administrator, you can grant users access to certain areas and objects in Workfront, by modifying their Access Level. 
For more information about creating and modifying Access Levels, see "Creating and Modifying Access Levels."
For more information about Workfront Access Levels and license types, see "Access Levels by License Type."

Along with the access level that you grant users, they can also receive permissions that allow them to View, Manage, or Contribute specific items in Workfront.
Permissions are specific to one item in Workfront and define what actions one can take on that item.

You do not have to be a system administrator to grant permissions to items in Workfront. Anyone who can View items in Workfront can grant other users permissions to the items. 

Permissions do not extend beyond the Access Level outlined by a system administrator for a user. For example, if you do not grant access to create tasks to a user, they cannot create tasks on a project regardless of the permissions shared by the Project Owner, although those permissions might include "Add Tasks."

Understanding Permission Levels

When you have permissions to at least View an object, you can share that object with someone else.

NOTE As a system administrator, you can add or remove permissions to any items in the system for all users, although you might not be the owner of those items. 

You can share the following objects in Workfront:

Sharing an object is identical to all objects. 
For more information about sharing objects in Workfront, see "Sharing Permissions on Objects."

You can select from the following levels of permissions when you share an item with someone else:

  • View

    When you have View permissions to an item, you can perform the following actions on the item, in addition to viewing the item:
    - Add Documents
    - Share the item.
    You can only grant other users the same permission level you have on the item, not higher.
    - View Finance
  • Contribute

    When you have Contribute permissions to an item, you can perform the following actions on the item, in addition to viewing the item:
    - All the actions included with the View permission.
    - Add Expenses
    - Add Issues (of the item is a task or a project)
    - Add Tasks (if the item is a project)
    - Edit Custom Form
    - Log Hours
    - Make Assignments
  • Manage
    manage_permissions.png
    When you have Manage permissions to an item,you can perform the following actions on the item, in addition to viewing the item:
    - All the actions included with the View and Contribute permissions.
    - Delete
    - Manage Finance

Requesting Permissions

You can request permissions to an object that you have no access to, or you can request higher permissions than you already have. You do not have to be a system administrator to grant permissions to items. Anyone with permissions to Share the item can grant permissions to other users requesting them. 

For more information about requesting permissions, see "Requesting Permission."

Understanding Sharing Objects

The following table shows what objects can be shared in Workfront and the entities with which they can be shared: 

  People Teams Job Roles Groups Companies Public System-Wide

Calendars

Custom Forms

✓ 

✓ 

✓ 

 

 ✓

Documents

Dashboards

 

Financial Data

 

Issues

 

Portfolios

 

Projects

 

Reports

Tasks

 

Templates

 

 

Understanding Inherited Permissions

Permissions in Workfront are inherited hierarchically. 

For more information about inherited permissions, see the "Understanding Inherited Permissions" section in "Sharing Permissions on Objects."

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