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Planview Customer Success Center

About Roles, Groups, and Permissions

This article defines the access and capabilities each member has in ProjectPlace. Each member is given a role type and provided with a defined set of permissions when they sign into ProjectPlace. The role type and permissions settings you have determines the capabilities you have within ProjectPlace.

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.
  • Workspace members. Permissions settings determine the tools each workspace member can use and the type of content each workspace member has access to.

If you want to know who the workspace head administrator or workspace administrators are for your workspace, use the Members tool to find a complete listing of workspace members and their assigned roles.

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 administratorsEach 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:

Only workspace administrators can create and edit groups.

Groups can also be used by all workspace members to communicate with many members at once. There is always one group called All members which is a great way to broadcast a message to the entire team.

Workspace administrators can get an overview of all groups and the members of each group, using the Export permissions function 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.

Administrators added in a member group will always have full permissions, regardless of the permissions set for the group.

Who Can Do What?

Overview Page
Workspace Members with: Workspace External
View Access Edit Access Administrators Members
View all information
Edit the workspace descriptions      

 

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

Team Overview
 
Team Members Team Administrator Account Administrator External Members
Access the team overview Add and remove members from the team No access to team overviews if the account administrator is not a member of the team. Cannot be added to teams or view the team overview page
Post conversations on the team overview Add more team administrators    

See and change all card details on the team overview for cards assigned:

  • to that member
  • to other team members that are located in workspaces where that member is a member
     
See all details for cards assigned to other team members that are located in workspaces where the member is not a member      

 

Conversations
Workspace Members with: Workspace External
View Access Edit Access Administrators Members
Create their own posts
Delete their own posts
Create, delete, and download all posts      

 

Plan
Workspace Members with: Workspace External
View Access Edit Access Administrators Members
View activities, milestones, and dependencies
Add comments
Create and edit activities, milestones, and dependencies  
Change permissions      
No access     Administrators can turn on No access setting for specified groups.  

 

Roadmap
Workspace Members with: Workspace External
View Access Edit Access Administrators Members
View work packages and activities
Add comments
Create and edit work packages and activities  
Change permissions      

 

Boards
Workspace Members with: Workspace External
View Access Edit Access Administrators Members
View Boards and Cards
Delete Boards      
No access     Administrators can turn on No access on each board for specified groups.  

 

Documents
Workspace Members with: Workspace External
View Access Edit Access Administrators Members
View documents
View history
Send documents with email
Download folders and documents
Copy documents, folders, and links
Access folders according to set permissions (but never more than view-only)
Comments on documents, folders, and links
Delete member's own comments added to other reviews
Terminate reviews the member created
Create and define folders, documents, and links
Edit details  
Access folders according to permissions  
Delete document versions the member has created  
Activate/Deactivate version control  
Permanently lock documents  
View folder access  
Change folder access      
Access all folders and documents regardless of set permissions      
Unlock all documents (except documents with a permanent lock)      
Delete document versions      
Delete all comments added on other reviews      
Terminate all reviews      
Create, edit, and delete document templates      
No access     Administrators can turn on No access setting for document folders for specified members and groups.  

 

Members
Workspace Members with: Workspace External
View Access Edit Access Administrators Members
See workspace members names and email addresses

Invite and delete members  

Create and delete member groups      
Edit administrators      
Edit reporting (to receive daily or weekly updates) for all members      
Change access for member groups      

 

Card Templates
Workspace Members with: Workspace External
View Access Edit Access Administrators Members
Create templates

Edit and delete templates  

 

Recycle bin
Workspace members with: Workspace External
View Access Edit Access Administrators Members
See Recycle bin contents
Restore items previously deleted
Restore all contents  
Permanently delete all contents      
No access     Administrators can turn on No access setting for specified members and groups.  

 

Administration
Workspace Members with: Workspace Head External
View Access Edit access Administrators Administrator Members
Perform all administration     No access to Account Administration
Change all information      
Terminate workspace        
Change head administrator        

Change name

   

   

Select tools

   

   

Archive workspaces

   

   

 

Status
Workspace Members with: Workspace Workspace Head External
View Access Edit access Administrators Manager Administrator Members
Receive reminders for status updates    
Report status updates to portfolios      
Download workspace report      

 

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.
Portfolios
Account Administrator Portfolio Administrator Account Members with Admin rights to Portfolios Account Members with No Admin rights to Portfolios  External Member
Access to Portfolios tool Only if they are admin or member of at least one portfolio Only if they are member of at least one portfolio
Can see a portfolio All the portfolios they are admin or member of in the account
+
Any portfolios they are member of in any other account
All the portfolios they are admin or member of in the account
+
Any portfolios they are member of in any other account
All the portfolios they are admin or member of in the account
+
Any portfolios they are member of in any other account
All the portfolios they are admin or member of in the account
+
Any portfolios they are member of in any other account
All the portfolios they are member of in any account
Can create a portfolio      
Can delete a portfolio Only the portfolios in the account Only the portfolios they are admin of Only the portfolios they are admin of Only the portfolios they are admin of  
Can edit a portfolio Only the portfolios in the account Only the portfolios they are admin of Only the portfolios they are admin of Only the portfolios they are admin of  
Can make themselves portfolio admin Only the portfolios in the account        
Can remove themselves from portfolio admin Only the portfolios in the account  
Can be made portfolio admin Only the portfolios in the account  
Can be removed from portfolio admin Only the portfolios in the account  

Can remove themselves from a portfolio

 

Workload
 
Account Members with Access to Workload Account Administrator External Members
Full permissions to the tool, information, and features Give account member access to the Workload tool No access to the Workload tool

 

Requests
 
Account Members with Access to Requests Account Administrator External Members
Full permissions to the tool, information, and features Give account member access to the Requests tool No access to the Requests tool

 

Workspace Templates
 
All Members Members Included in the Account Template Administrator Template Head Administrator External Members
Create new workspaces based on the template Use templates distributed to the account Edit the template content Assign head administrator/owner of the template Cannot see or add workspace templates to the account
Use templates members have been granted access Distribute a template to the account Add and remove template administrators Terminate the template  

 

'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

 

 


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