About Roles, Groups, and Permissions

Account and Roles

Use the Account administration tool to set up and maintain how the account is organized and to ensure the implementation and use of ProjectPlace is working properly.  Account administration is performed by one or several people which includes the following roles:

• The Account Owner is in charge of promoting members to the account administrator role, and can also revoke/reassign the account administrator or account co-owner role to another person. To change the account owner, submit a ticket to ProjectPlace Support with the written permission from the current account owner to request to make a system role change.

• The Account Co-owner has the same responsibility as the Account Owner except for not being able to add or remove other account co-owners. In order to become an account co-owner the account owner needs to assign them the account administrator role first. An account can have up to five co-owners.

• The Account Administrator manages the account. There can be more than one account administrator. Account administrators do not have access to individual workspaces they are not a member of.

Workspaces and Roles 

Most of the collaboration takes place within a ProjectPlace workspace; a place where workspace members can use different tools to plan and execute work, follow up on progress, and communicate with one another.   

There are several role types which determine the capabilities each role type has within the workspace. Each workspace includes the following roles:

• Workspace head administrator. The head administrator is the only member who can delete the workspace and change who is assigned as the head administrator for that workspace. There is only one head administrator for each workspace, and only internal account members can be assigned to the head administrator role.
• Workspace administrator. There can be more than one workspace administrator for each workspace and each administrator has full permissions to each workspace component or tool. External members cannot be assigned the workspace head administrator role.
  • A Workspace manager is a workspace administrator who is responsible for reporting to portfolios within the workspace if a portfolio is added to that workspace.
• Workspace members. Permissions settings determine the tools each workspace member can use and the type of content each workspace member has access to.

Members

There are two types of members: 

• Account members are members of the ProjectPlace account and typically belongs to the organization that owns the ProjectPlace account. Account members, with the proper permissions, may create new projects and use templates that are distributed within the account. Only account members can be included in teams, and only their assignments can be tracked in the Workload tool.
• External members are are typically people outside the organization such as vendors, contractors, or partners. They are invited to workspaces within the account, but they are not members of the account, and do not have access to the Account administration, Workload, Requests, and Portfolios tools. External members also cannot create workspaces or be head administrator of a workspace, be assigned a department by an account administrator, be assigned to a team, start Zoom meetings, or set their workload status.

Teams

You can group account members into teams. Each team requires at least one account member, but a team may have only one account member. Teams may have one or more team administrators. Each team will have access to a team overview where account members in the team can communicate with one another and view all of the assignments that all team members have across workspaces. 

Example: 

• Joe is a member of Workspace X.
• He is also a member of Team Z.
• No other members of Team Z have access to Workspace X.
• When Joe is assigned to a card in Workspace X all members of Team Z will see the card and nearly all its details (such as due date, description, and estimates) on the team overview. 
• While Joe is the only team member who can edit the card details directly on the team overview, all other team members can see it, and discuss it with Joe.
• When the card is no longer assigned to Joe, or when the card is marked as "Done", the card disappears from Team Z's overview. 
• Joe may have assignments that are not displayed on the team overview.

Use Groups to Restrict Permissions for Workspace Members

We believe that transparency between stakeholders is key for success to get things done. However, if you need to restrict access to some items in a workspace, it is a good idea to do this before inviting any members. For workspace members, permissions are set using member groups. The groups can be used to restrict access to:

• Tools such as Documents, Plan, Roadmap, Boards, Issues, Meetings, Members, Reports, Recycle Bin.
• Specific boards in the Boards tool.
• Specific document folders, and the documents within them, in the Documents tool.

The following access levels can be set for groups:

• Edit. Members can do most things in the system, except a few that are available to administrators only.
• View. Members can view all information and add comments, but do not have the ability to make edits.
• No access. Members cannot see the workspace tools, boards or any documents or document folder.
• Full permissions. In addition to edit access, workspace administrators have some additional rights.

Who Can Do What?

The team overview is the team home base located under My overview. 

Stakeholders in Portfolios can have the following roles:

• Account Administrator.  The Account administrator has the highest permissions in the Portfolios tool in the account
• Portfolio administrator for a specific portfolio. A member can be made Portfolio administrator in the Stakeholders section of the Portfolio details pane.
• Account member with admin rights for Portfolios. Portfolio tools admin rights can be given to a member in the Account administration page - People tab.
• Account member with no admin rights for Portfolios. Portfolio tools admin rights can be removed from a member in the Account administration page - People tab.
• External member. An external member can be a member of another account or no account.

'No Access' setting for specified groups and teams in a workspace

Administrators have the ability to turn on No Access setting for specified groups and teams for the following ProjectPlace tools:

• Plan
• Documents
• Issues
• Members
• Meetings
• Recycle Bin
• Reports