Project permissions

Project permissions are set in the Project roles and permissions panel. It opens from the cogwheel menu next to the project name and is available to users who may change project settings. The panel contains the Project manager field, a field for every project role, and the Project permissions list with users and the sources of their permissions.

The scope of permissions depends on the user licence: a Free licence gives no access to the project (tasks assigned to the user appear in the Tasks module), a Standard licence gives view access at most, and a Full licence allows every level, including project administrator.

Schedule item owners

A person named as the owner of a task, milestone, risk or product is added to the project automatically and sees the items assigned to them. What they may change in those items is set once for all owners. The first row of the permissions list, Owners, opens the Permissions window.

The window shows the description Owners of tasks, milestones, risks, and deliverables and switches for the fields the owner can edit (Editable):

• Name,
• Progress,
• Owners and departments,
• Dates,
• Other.

The setting applies to the whole project. Owner permissions allow viewing and limited editing of the owner’s own items. Full schedule editing comes only with project permissions (see User permissions). How owners are assigned to items is described in Project schedule.

User permissions

Adding permissions

1. Open the Project roles and permissions panel from the cogwheel menu.
2. Click Add above the list of users. The Add permissions window opens.
3. Pick a user from the list of active users who have no permissions in the project yet. Without a choice you get the message Select a user.
4. Optionally, switch on Copy permissions and pick the user whose settings you want to copy. Without a choice you get the message Select a user from whom you want to copy permissions.
5. Save. By default the new person gets view access to the schedule, risks and products, and no access to the other modules. The message Permission has been added appears.

Changing permissions

Click a user on the list to open the Permissions window. Next to the name you see the sources of the permissions as labels, for example Project manager, Approver, Responder, Expert, Project member or the names of project roles. Below is a grid of modules with access levels: No access, View and Admin. The rows cover the modules switched on in the project: Schedule, Budget, Risks, Products, Resources, Time tracking, Scoring, Baseline, Reviews, Project charter and Files.

• A level that comes from the user’s role or function is marked with an icon and the tooltip Permission granted from roles. It cannot be lowered in this window, only in the role definition.
• The Project administrator switch is available only for the Full licence. It is locked when the administrator permission comes from a role.
• For the Standard licence you can set View at most.
• For the Free licence the window shows a message instead of the grid: the user has no access to the project, and their assigned tasks appear in the Tasks tab.

Changes take effect immediately after saving.

Removing permissions

In the Permissions window, click Delete to open the question Are you sure you want to remove the user’s permissions to the project?. After you confirm, the user disappears from the list. Permissions cannot be removed from a person who has project functions; the message You can not delete permissions for a user who has project functions. appears. First take the function away from that person (manager, project role, approver or responder).

Project roles

Defining roles

Project roles are defined in System settings, on the Project roles tab. This is an organisation-wide setting and requires administrator permissions. The Project manager role is built in and cannot be edited or deleted. Add other roles with the Add button (the Add project role window): enter a name and access levels for the modules (No access, View, Admin) in the Project permissions section, and set the Project administrator switch. The grid lists only the modules switched on in the organisation. A change to a role definition takes effect immediately for everyone who has the role.

Deleting a role (the Delete project role window) cannot be undone. The role is removed from all projects and users lose the permissions that came from it. The role’s fields are also removed from project and charter templates, from templates and reviews, and the role is removed as an approver from approval paths.

Assigning roles in a project

1. Open the Project roles and permissions panel from the cogwheel menu. At the top of the panel there is the Project manager field and one field for every project role.
2. Click the role field and pick users from the list. You can choose several people. The list contains only users with a Full licence.
3. Click outside the field to save the change.

The icon next to a role name, with the tooltip Show permissions of this role, displays the access levels the role gives.

User functions in a project

Next to every user on the Project permissions list you see labels with the sources of their permissions. The labels Project manager, Approver, Responder and Expert mark functions held in the project, and labels in a different colour mark the project roles the user is assigned to.

Workspaces and project permissions

Permissions in a project can also come from the workspace the project belongs to. A user or group with full permission for projects in a workspace has administrator rights in all projects of that workspace and sees the source Project administrator on the list. Read-only permission gives the source Project view. Both sources work only for the Full licence. A system administrator has full rights in all projects and sees the source System administrator.

You do not change these sources in the project panel. They are set in the workspace permissions of the user or group (see Workspaces and Users). In the project you can add to them with project permissions and roles.