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Requesting Permission

If you need access to objects within Workfront, you can request the access. Rather than sending an email to the system administrator or object owner to explain your needs, you can request additional access within Workfront.

You can request initial access to objects, or you can request additional access. After you have made access requests, you can manage those requests.

For example, you might have View rights to a project, but you need to add tasks to that project. In this case, you can request Contributor rights to the project.

Understanding Standard Sharing Rules

The following standard sharing rules take effect automatically, as they are set up as default options in your Workfront system. 

  • Users assigned to a task have Contribute permissions on the task. 
  • Users assigned to an issue have Contribute permissions on the issue. 
  • Project, Portfolio, and Program managers have Manage permissions on the objects they own.
  • Users included in a conversation have View permissions on the object where the conversation happens.
  • Users assigned as approvers have View permissions on the object waiting to be approved.
  • When sharing a dashboard, all reports on the dashboard are also shared with the same access to the same users. 
  • Object owners are unable to extend permissions to an object beyond their access on that object as defined by the administrator.

Requesting Access

You can request initial access to objects that you do not currently have access to, or you can request additional access to objects that you have only limited access to.

Requesting Initial Access 

If you do not already have access to an object and you navigate to that object via a link or URL, a screen is displayed informing you that you do not have access to view the information.  

To request access to the object:

  1. Click Request Access.
    The Request Access dialog box is displayed.
  2. (Conditional) If more than one user has the appropriate permissions to grant you additional access, a drop-down arrow is displayed next to the name of the user. 
  3. Select the user from the drop-down list who you want to receive your access request.
    Only 10 users are displayed in the drop-down list. The list is sorted alphabetically.
    For more information on the order of the users listed in this drop-down menu, see "Hierarchy of the 'Request More Access' Drop-Down Menu."
  4. From the drop-down list, select the type of access that you are requesting.
  5. (Optional) In the P.S. field, specify a note to the user regarding why you need additional access.
  6. Click Request Access.
    The user who received the request can now review your request, as described in 'Granting Permission.'

If you do not have access level rights to an object and you navigate to that object via a link or URL, a screen is displayed informing you to contact the system administrator. 

For example, if you do not have portfolio access, but you were given a link to a portfolio, you would see the following message:

Requesting Additional Access 

To request additional access to an object that you already have limited access to:

  1. Navigate to the object for which you want to request additional access.
  2. Click Request More Access in the upper-right corner of the page.
    The Request Access dialog box is displayed.
  3. (Conditional) If more than one user has the appropriate permissions to grant you additional access, a drop-down arrow is displayed next to the name of the user.
  4. Select the user from the drop-down list who you want to receive your access request.
    Only 10 users are displayed in the drop-down list. The list is sorted alphabetically.
    For more information on the order of the users listed in this drop-down menu, see "Hierarchy of the 'Request More Access' Drop-Down Menu."
  5. From the drop-down list, select the level of access that you are requesting.
  6. (Optional) In the P.S. field, specify a note regarding why you need additional access.
  7. Click Request Access.
    The user who received the request can now review your request, as described in 'Granting Permission.'

Managing Your Requests

Workfront provides a single location where you can view and manage access requests that you have made. You can remind users about your request, retract your request, or request access from a different user.

  1. Click My Work in the Global Navigation Bar.
  2. Click the Approvals tab, then click Work I've Submitted for Approval.
  3. Click Access.
    All access requests that you have made are displayed.
  4. Do any of the following:
    • Click Remind next to an access request to send a reminder notification to the user from whom you are requesting access.
      Reminder notifications are sent as email notifications (if email notifications are enabled for access requests) and as in-app notifications. You can send a reminder only once every 24 hours.
    • Click Recall to retract the access request.
    • Click the Edit icon next to the user's name from whom you are requesting access. This enables you to request access from a different user.

Hierarchy of the "Request Access" and "Request More Access" Drop-Down Menus

Understanding the Hierarchy of Users Listed in the Request Access and Request More Access Drop-Down Menus

When populating the "Request Access" or "Request More Access" lists on objects, Workfront selects a list of up to ten users that fulfill various roles in the sharing of the object as described below. These users can grant access to the object to the user requesting it.
The resulting list is then is sorted by their name in ascending alphabetical order.
Workfront displays up to 10 users in the "Request Access" and the "Request More Access" lists. 

The order of the users in the "Request Access" or "Request More Access" drop-down menus is dictated by the following rules: 

  • The first user in the list is the object "owner", as described in "Understanding the Owner of an Object." 
  • Then the list is populated with users with whom the object is shared individually. They are listed in alphabetical order.
  • Then the list is further populated with users who get the required access through sharing with their teams, groups, or companies. They are listed in alphabetical order.
  • If the list is empty, the system administrators are added so that there is always someone to request access from. They are listed in alphabetical order. 
  • Each of the users in the list must have the requested access to the object and access to share the object. 

Understanding the Owner of an Object

The owner of an object is defined as follows:

Object Definition of the Owner of the Object
Projects The owner is the Project Owner or, if it is missing or they don't have the necessary access, the owner of the parent portfolio. 
Tasks The owner is the Primary Assignee or, if it is missing or they don't have the necessary access, the owner of project on which the task resides, as defined above. 
Issues The owner is the Primary Contact of the issue or, if it is missing or they don't have necessary access, the owner of the project on which the issue resides, as defined above.
Portfolios The owner is the Portfolio Owner.
Documents The owner is the Owner of the document (the user who uploaded the document) or, if it is missing or they don't have necessary access, the owner of the object on which the document resides.
Reports and Dashboards The owner is the creator or the report or the dashboard. 
Calendars The owner is the owner of the calendar.