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Understanding Template Permissions

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Understanding Template Permissions

Your system administrator can grant you access to view or edit templates when they assign your access level. You must have a Plan license to have access to Edit templates. 
For more information about granting access to templates, see "Understanding Template Access."

Along with the access level that you are granted, you can also receive permissions to View or Manage specific templates from users who can share them with you. 

NOTE Permission levels work within Access levels. For example, you cannot receive permissions to Manage a template, if your access level only allows you to View templates.

Permissions are specific to one item in Workfront and define what actions one can take on that item.
The creator of a template has Manage permissions to it, by default. 

You can share the following when sharing a Template:

Sharing a Template

Consider the following when sharing a template:

  • You can share templates individually, or you can share several of them at one time. 
    For more information about sharing items in Workfront, see "Sharing Permissions on Objects.
  • You can only grant View or Manage permissions on a template. 
  • When you share a template or a project which is created from the template, users inherit the same permissions to all the children objects associated with the template or the project, by default. 
    For more information about the hierarchy of objects in Workfront, see "Understanding Objects."

To share a template:

  1. Navigate to the template you want to share with other entities, click Template Actions, then Template Sharing.
    Or
  2. Navigate to a list of templates, and select multiple templates from the list, then click Share Template.
    NOTE If you select multiple templates, you cannot view who already has permissions to the individual templates.
  3. Start typing the name of a User, Group, Team, Job Role, or Company that you want to share the template with in the Give template access to or Edit template access for fields.
    Select them when they appear in the list.
  4. From the drop-down menu, select which level of permissions you want to grant. 
    Select from the following:
    • View: Users with these permissions are able to view the template and create a project using it, or attach it to an existing project.
    • Manage: Users with these permissions are able to edit or delete the template. 
      template_permissions.png
  5. Click Save.

Sharing a Project at the Template Level

You can share the future projects that are created using a template with users at the template level. 

To share a project through sharing a template: 

  1. Navigate to the template whose future projects you want to share with other entities, click Template Actions, then Project Sharing.
    Or
  2. Navigate to a list of templates, and select multiple templates from the list, then click Share Project.
    NOTE If you select multiple templates, you cannot view who already has project permissions to the individual templates.
  3. Start typing the name of a User, Group, Team, Job Role, or Company with whom you want to share future projects created from the template in the Give project access to or Edit template access for fields.
    Select them when they appear in the list.
  4. From the drop-down menu, select which level of permissions you want to grant. 
    Select from the following:
    • No access: You can specify which users will not have any access to the template.
      This option is available only when bulk sharing projects from templates. 
    • View: Users with these permissions can view projects created from the template.
    • Contribute: Users with these permissions can contribute to projects created from the template 
    • Manage: Users with these permissions can manage or delete projects created from this template. 
      share_project_from_template.png
  5. Click Save.

Template and Project Permissions

The following table displays what permissions you can grant users when allowing them to View or Manage a template:

 
Actions Manage  View
Copy  
Delete  
Edit
Template Details
 
View Template
Share
Share System-wide  

To understand the permissions you are granting users to projects that are created from a template, see "Understanding Project Permissions."

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This is linked to other articles; don't change url: Understanding permissions in the access mode, and more ...