Managing Participant Access and Permissions
There are multiple ways to configure what users on projects can see and edit. In this document, we will go through the various options.
User Permissions
The project-related User Permissions help determine the access your users have to projects on a site-wide level. Below are the relevant permissions and what they each do.
Project Access
Gives a user access to the Projects tab. Depending on your permissions in this section, this allows a user to participate in projects, add and edit projects, and view project reports.
Access All Projects (Read Only)
Gives a user the ability to view all projects. With this permission, users can interact and make changes to projects that they are participants in, depending on their assigned tasks and project role. If they are not a participant in a project, they will be able to view the project but not make any changes.
Edit All Projects
Gives a user the ability to edit any element on any project. With this permission, users can view and make changes to any project in the system, regardless of if they are a participant on the project or not.
Project Roles
The other settings that affect what users can do on projects is their assigned role on an individual project. The two role options are Project Admin and Project Member. Participant roles can be edited by using the edit icon in the Project Participants box on the project’s overview page. In the popup, you can click on a participant’s name to edit their project role and task assignments.
Project Admin
The Project Admin role gives the participant complete control over the project. They can edit any field on the project.
The user set as the project manager is automatically assigned to the Project Admin role, which cannot be changed.
Project Member
The Project Member role restricts users to editing the status and completion of tasks they are assigned to, as well as recording time to those tasks. They cannot perform any other actions on the project but can view all of the information.
If a contact or vendor contact is on the project, they will be automatically set to the Project Member role, which cannot be changed.
For users who are participants on the project, and are not the project manager, you can pick whether they should be a Project Member or Project Admin, by using the edit icon in the Project Participants box on the project’s overview page. In the popup, you can click on a participant’s name to edit their project role and pick between the Project Member and Project Admin options.
How Project User Permissions and Roles Interact
User Permissions and Project Roles interact to determine what a user can do on a project. To explain the interactions, we will use two different users as examples.
User Allie has the User Permission ‘Access All Projects (Read Only)’ but does not have the permission ‘Edit All Projects’.
User Sam has both User Permissions: ‘Access All Projects (Read Only)’ and ‘Edit All Projects’.
Both users have been added as participants to the same project, and neither is the project manager.
If both users are set to the Project Member role, what they can see and do on the project is different.
Since Allie does not have the ‘Edit All Projects’ permission, she can see all the information on the project, but is limited in the actions she can take, and can only take actions on the tasks she is assigned to.
Sam on the other hand, can edit any project task and can make changes to items he is not assigned to, since he has the ‘Edit All Projects’ user permission.
If Allie is edited on the project to be a Project Admin, rather than a Project Member, she will be able to do everything on the project that Sam can. She can edit any item on the project, including items she is not assigned to. This ability is limited to this specific project, however, since she does not have the 'Edit All Projects' user permission.
New 12/17/2024