This article is intended for project managers in an organization who have the authority to coordinate all projects within the company or organization (have the authority "to Authorize")
How Project Permissions Work
By default, all users can see all projects in the project organizer. This allows you to share project information across the company, similar to how you share files on a shared drive.
- If you want to restrict access to projects only to members of specific project teams, so that each person sees only "their own projects," follow the steps below.
- Each project can be shared based on user roles, meaning if a role is assigned to multiple users, all those users will see the same items.
- Permissions for an item can also be removed at any time.
Who Can Decide on Project Viewing Permissions
Only the project coordinator — the user with the highest permissions in the project organizer ("authorize") — can grant or revoke access to a specific project.
Who You Can Assign to a Project
- Members of your internal project team
- External workers – they will only see the project page on the extranet (add link to article)
How to Give Project Access to an Internal Team Member
- As a manager, you’ll see a special "Permissions" button for each item that lets you share it with specific roles. This button appears only for records where your role includes the "authorize" permission.
- You can only grant project access to users who have at least view (read) permission for the record and who also have Restricted access set for all items in that record. Users with this setting can only see items they’re authorized for or items they created. Permissions can be changed or removed at any time.
Steps to Grant Project Permissions
- Click the "Permissions" tab in the item’s right-hand menu
- Check the box next to the role you want to give access to view the item
- Save your changes
To remove access for a role, just uncheck the box in step two and remember to save after making changes.