Share a project
Your 51ºÚÁϲ»´òìÈ Workfront administrator can grant you access to view or edit projects when assigning your access level. For more information, see Grant access to projects.
Along with the access level that users are granted, you can also grant them permissions to View, Contribute, or Manage specific projects that you have access to share.
Permissions are specific to one item in Workfront and define what actions one can take on that item.
Access requirements
You must have the following to share objects:
| table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header | |
|---|---|
| 51ºÚÁϲ»´òìÈ Workfront plan | Any |
| 51ºÚÁϲ»´òìÈ Workfront license |
New: Standard Or Current: Work or higher |
| Access level configurations | View access or higher to the objects you want to share |
| Object permissions | View permissions or higher to the objects you want to share |
For more information, see Access requirements in Workfront documentation.
Considerations about sharing projects
In addition to the considerations below, also see Overview of sharing permissions on objects.
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By default, the creator of a project has permissions to manage the project and is also designated as the Project Owner. If the project is assigned to another owner, that user also has permissions to manage the project. When the project creator (or owner) shares the project with other users, they grant certain permissions to those users to control what they can do as they work on the project.
However, if a project owner does not have a Plan or Standard license, they do not have full access to manage the project. Only a user with a Plan or Standard license can have permissions to manage a project. For more information, see How access levels and permissions work together.
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You can share projects individually, or you can share several of them at a time. Sharing projects is identical to sharing other objects. For more information about sharing items in Workfront, see Share an object.
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You can grant the following permissions to a project:
- View
- Manage
- Contribute
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When you share a project, all the tasks, issues, and documents inherit the same permissions, unless otherwise specified.
For information about managing the access to tasks and issues on the project based on a user’s permissions to the project, see the section in the article Edit projects.
The Workfront administrator can specify whether documents should inherit permissions from higher objects in the user’s access level. For more information about restricting inherited permissions on documents, see Create or modify custom access levels.
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You can remove inherited permissions from a project so that the children objects will not inherit them. For more information about removing inherited permissions from objects, see Remove permissions from objects.
Limitations for different license types
- Users with a Worker license don’t have permissions to manage projects. For Workers, the highest sharing permission is Contribute.
- Users with a Request license can view project information, but they have limited project access.
- An exception to changing the status of a project occurs when a user with View or Contribute permissions is also included in an approval process. They can approve the project, which changes the status of the project, but the status is the predefined status for approval or for rejection.
- To be able to copy a project, a user must also have access to create projects in their Access Level.
Ways to share a project ways-to-share-a-project
You can share a project in the following ways:
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Manually by doing one of the following:
- Adding users to the project team. When you add users to the project team, they automatically obtain View permissions to the project.
For more information about adding users to a project team, see the Adding Users to a Project Team section in Project Team overview. - Individually or bulk-sharing the projects when using the Sharing option.
- Adding users to the project team. When you add users to the project team, they automatically obtain View permissions to the project.
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Automatically by doing one of the following:
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Place a project in a Portfolio or Program that is already shared with others. Users gain the same permissions to the project that they have for the portfolio or program.
For information about adding a project to a Portfolio, see Add projects to a portfolio.
For information about adding a project to a Program, see Add a project to a program.
For information about viewing inherited permissions on an object, see View inherited permissions on objects. -
Add entities to Project Sharing on a template used to create the project. For information about sharing projects from templates, see Share a template.
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Define the project access template.
note tip TIP When attaching or saving a template, you can clear the Template Project Sharing rules. -
Edit a project and defining the When someone is given access to this project setting. For more information, see Edit projects.
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Share a project
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Click the Main Menu icon
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On the Projects page, select the project you want to share from the list. The project page opens.
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To the right of the project name, click Share. The Share [Project Name] dialog box opens.
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In the Grant project access to field, begin typing the name of the user, team, role, group, or company you want to share the project with, then click the name when it appears in the drop-down list.
note tip TIP You can only share a project with active users, teams, roles, or companies. -
(Optional) Select the Who has access drop-down and select the project’s access level:
- Only invited people can access: Only users who are invited to the project can access it (Default).
- Everyone in the system can view: All users in the system can view the project without an invitation.
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(Optional) To automatically apply the project access settings you selected to all new projects, click the Gear icon
note note NOTE The project access template overrides the sharing defaults granted to you by the Workfront administrator in your Access Level.
For more information about specifying sharing defaults for projects in the Access Level, see Grant access to projects -
Click the drop-down to the right of the user’s name and select their permission level for this project:
- View: User can review and share the project.
- Contribute: User can make updates, log information, make minor edits, and share the project (also includes all View permissions).
- Manage: User has full access to the project without administrative rights, which are granted at the access level (also includes all View and Contribute permissions).
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(Optional) Click the advanced options icon next to the permission level you’ve granted to configure specific permissions on the project.
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(Optional) To quickly share the project using a link, click Copy link and then forward it to the recipient.
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Click Save.
Share projects in bulk
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Click the Main Menu icon
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On the Projects page, select the box to the left of each project you want to share, then click the Share icon
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In the Grant project access to field, begin typing the name of the user, team, role, group, or company you want to share the projects with, then click the name when it appears in the drop-down list.
note tip TIP You can only share projects with active users, teams, roles, or companies. -
(Optional) Select the Who has access drop-down and select the projects’ access level:
- Only invited people can access: Only users who are invited to the projects can access them (Default).
- Everyone in the system can view: All users in the system can view the projects without an invitation.
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Click the drop-down to the right of the user’s name and select their permission level for the projects:
- View: User can review and share the projects.
- Contribute: User can make updates, log information, make minor edits, and share the projects (also includes all View permissions).
- Manage: User has full access to the projects without administrative rights, which are granted at the access level (also includes all View and Contribute permissions).
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(Optional) Click the advanced options icon next to the permission level you’ve granted to configure specific permissions on the projects.
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Click Save.
Project permission options
The following table lists the permissions that users can grant when sharing a project. For more information about the access users get based on their license, see Grant access to projects.
*Users without access to financial data cannot manage risks and finances for projects, even if they have Edit access to projects. For information about access to financial data, see Grant access to financial data.