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Task Access

Access to tasks in Workfront is first defined by the system administrator through your Access Level. 

For more information about what access each Access Level has and to what objects, see "Access Levels by License Type."

Understanding Access in Workfront

As a system administrator, you can specify what Access Level a user should have. The Access Level defines what access they receive for most objects in the system. For more information about license types and access levels, see  "Creating or Modifying Access Levels."

Users also gain access by sharing individual objects with them, through the permissions they are given on these objects. For more information about permissions, see "Understanding Permissions in the Access Model."

Permissions to objects are inherited though the hierarchy of objects. For example, if a user has permissions to a specific project they will also have permissions to the tasks in that project. The exceptions are a user with an External license, who does not have access to tasks, or a Requestor license who has limited task access. 

The table below shows what task functions are available to users based on their access level. Administrators can restrict these to limit the actions a user can perform on tasks in the access level of that user.

When permissions are set on an object and the object is shared with a user, actions can be further restricted, but they cannot be expanded beyond what the administrator sets on the access level. 

For example, if users do not have access to Create tasks in their Access Level, they will not be able to Copy a task. If users do not have permissions to Add Tasks on a project, they cannot add tasks on that specific project, but they could create tasks, if they had Create tasks from their Access Level on other projects on which they also have Add Tasks permissions. 

For more information about task permissions, see "Task Permissions."

Understanding Access to Tasks by License Type

The following table displays the actions that are allowed for users on tasks based on their license type:

 

Action
(Access Level)

Plan
(Edit)

Work
(Edit)

Review
(View)

Request
(View)

External
(No Access)

Add Task(s)      
Add Predecessor(s)      
Add Issue(s)      
Delete Task      

Edit Task
(excluding status)

     
Change Task Status      
View Task  
Add Document(s)    
Copy Task*      
Move Task*      
Log Hours      
Accept Assignment      
Make an Assignment ^only in in-line edit  ^only in in-line edit  
Attach Custom Form      
Edit Custom Fields      
Create an Approval Process      
Approve a Task    
Edit Finance*        
Add/Edit Expenses      
View Finance    
Updates/Comments    
Share      
Share System-wide        

*Controlled by access and permissions of project.