About Roles, Groups, and Access Rights

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 three different role types:

• Workspace head administrator. There is only one head administrator for each workspace. The head administrator is the only member who can delete the workspace and change who is assigned as the head administrator for that workspace.
• Workspace administrator. There can be more than one workspace administrator for each workspace and each administrator has full access to each workspace component or tool.
  • 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 member. Access rights settings determine the tools each workspace member can use and the type of content each workspace member has access to.

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.

Users

There are two types of users: 

• Account users are members of the Projectplace account and typically belongs to the organization that owns the Projectplace account. Account users, with the proper access rights, may create new projects and use templates that are distributed within the account. Only account users 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 users into teams. Each team requires at least one account user, but a team may have only one account user. Teams may have one or more team administrators. Each team will have access to a team overview where account users 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 Access Rights 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, access rights are set using member groups. The groups can be used to restrict access to:

• Tools such as Documents, Plan, Roadmap, Boards.
• 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:

• Read and write. Members can do most things in the system, except a few that are available to administrators only.
• Read. Members can read 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 access. In addition to read and write access, workspace administrators have some additional rights.

Who Can Do What?

Overview Page	Workspace Members with:		Workspace	External
	Read Access	Read and Write Access	Administrators	Users
Read 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 Users
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 user to other team members that are located in workspaces where that user is a member
See all details for cards assigned to other team members that are located in workspaces where the user is not a member

 

Conversations	Workspace Members with:		Workspace	External
	Read Access	Read and Write Access	Administrators	Users
Create their own posts	√	√	√	√
Delete their own posts	√	√	√	√
Create, delete, and download all posts			√

 

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

 

Roadmap	Workspace Members with:		Workspace	External
	Read Access	Read and Write Access	Administrators	Users
View work packages and activities	√	√	√	√
Add comments	√	√	√	√
Create and edit work packages and activities		√	√	√
Change access rights			√

 

Boards	Workspace Members with:		Workspace	External
	Read Access	Read and Write Access	Administrators	Users
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
	Read Access	Read and Write Access	Administrators	Users
Read documents	√	√	√	√
View history	√	√	√	√
Send documents with email	√	√	√	√
Download folders and documents	√	√	√	√
Copy documents, folders, and links	√	√	√	√
Access folders according to set access rights (but never more than read-only)	√	√	√	√
Comments on documents, folders, and links	√	√	√	√
Delete user's own comments added to other reviews	√	√	√	√
Terminate reviews the user created	√	√	√	√
Create and define folders, documents, and links	√	√	√	√
Edit details		√	√	√
Access folders according to access rights		√	√	√
Delete document versions the user has created		√	√	√
Activate/Deactivate version control		√	√	√
Permanently lock documents		√	√	√
View folder access		√	√	√
Change folder access			√
Access all folders and documents regardless of set access rights			√
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 termplates			√
No access			Administrators can turn on No access setting for document folders for specified users and groups.

 

Members	Workspace Members with:		Workspace	External
	Read Access	Read and Write Access	Administrators	Users
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
	Read Access	Read and Write Access	Administrators	Users
Create templates	√	√	√	√
Edit and delete templates		√	√	√

 

Recycle bin	Workspace members with:		Workspace	External
	Read Access	Read and Write Access	Administrators	Users
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 users and groups.

 

Contacts	Workspace Members with:		Workspace	External
	Read Access	Read and Write Access	Administrators	Users
See contact information	√	√	√	√
Send email and SMS to contacts	√	√	√	√
Export contact list	√	√	√	√
Create and delete contacts		√	√	√
Import contacts		√	√	√
No Access			Administrators can turn on No access setting for specified users and groups.

 

Administration	Workspace Members with:		Workspace	Head	External
	Read Access	Read and Write access	Administrators	Administrator	Users
Perform all administration			√	√	No access to Account Administration
Change all information			√	√
Terminate workspace				√
Change head administrator				√
Change name			√
Select tools			√
Archive workspaces			√
Terminate workspaces			√

 

Status	Workspace Members with:		Workspace	Workspace	Head	External
	Read Access	Read and Write access	Administrators	Manager	Administrator	Users
Receive reminders for status updates	√	√		√		√
Report status updates to portfolios			√	√	√
Download workspace report			√	√	√

In the Portfolios tool, two different roles exist:

• Portfolio stakeholder. Each portfolio can have any number of stakeholders with read access to the portfolio. The stakeholders do not need to be account members, they can be external members in the account.
• Portfolio administrator. Manages the settings for a portfolio.

Portfolios
Portfolio Stakeholder	Portfolio Administrator	Account Administrator	External Users
View portfolio information	Create and delete portfolios	Full access to all portfolios in the account	No access to the Portfolios tool
	Add and remove portfolio stakeholders	Transfer ownership of portfolios
	Add and remove project workspaces in a portfolio
	Disable standard KPIs to use in portfolios
	Create and delete customized KPIs to use in portfolios
	Add and remove KPIs in a portfolio
	Set up reminders for status updates

 

Workload
Account Members with Access to Workload	Account Administrator	External Users
Full access 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 Users
Full access 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 Users
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 users have been granted access	Distribute a template to the account	Add and remove template administrators	Terminate the template

 

 

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