Manage access rights of users and groups
The "Users" section in the "Home" menu lists all users and groups with their current access roles and rights in your workspace.
Note:
- For understanding user access levels and rights, please read here.
- Users' access levels and rights are managed per workspace. So, make sure you are logged into the right workspace.
- To manage access levels and rights, you must be the Admin or Manager level user.
- Only groups for which access right management is enabled are listed in the "Users" section (see enable access right management for a group).
In the table header of the "Users" section, you can use the search option to look for a specific user or group.
The person who created the workspace is the workspace owner. They are indicated by the "Crown" icon and are automatically assigned as the Admin level user by default. All added users are defaulted to the Regular User level (Admin OFF and Manager OFF) with defaulted Manage access rights to all sections: "Projects & Activities", "Participants", "Documents", and "Resources". You can afterwards manage users' roles and their access rights to all sections as described below.
Groups are marked with a blue header bar in their group image. It is not possible to give groups the Admin or Manager access levels, but you can manage access rights of groups to all sections: "Projects & Activities", "Participants", "Documents", and "Resources".
By managing access levels and rights of users and groups, you are able to modify what users and group members can see and change in a workspace. Access rights can be managed at the section level, as well as at the item level. Setting the access rights at the item level is useful in the case when the right for some items shall be different from the right at the section level.
For example, when a user has Manage access rights at the section level for "Activities" and Off access rights to WP4 and WP7 this means that the user has Manage access to all items in the "Activities" section except for WP4 and WP7 to which the user has no access.
Note:
Through group membership, users may accrue sets of various access rights. In this case, pay attention that:
- access rights at the item level are stronger than access rights at the section level
- access rights hierarchically start with Manage as the strongest, and the highest right counteracts all subordinate rights
For example: A user has section-level Read access rights for "Project & Activities" and item-level Off access right to "WP1", and at the same time is a member of a group with section-level Edit access right for "Project & Activities". In this case, the user will attain the stronger rights at the section level and therefore will have Edit access rights for "Project & Activities", except for "WP1" – as for this item the user has Off right at the item level which is stronger than the section level.
- Update user's access role
- Set and update access rights for sections
- Set and update access rights for specific items
Set and update user's access role
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Click Users in Home menu to open the "Users" section.
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Find the user which access role needs to be updated and adjust the "Admin" and "Manager" toggles to set the new access role.
- Toggle "Admin" to ON to activate the Admin role or toggle "Manager" to ON to activate the Manager role. There can only be one of them activated.
- Toggle both "Admin" and "Manager" to OFF to deactivate the Admin and Manager roles. Then the user will get the Regular User role with defaulted Manage access rights to all sections. You can now define specific access rights of the user per section or per workspace item.
Set and update access rights for sections
With this option you can set the precise access rights of a user / group to each of the sections: "Projects & Activities", "Participants", "Documents", and "Resources". Then the user / group gets either Manage, Edit, Read, or Off access rights to all items in this section.
Note: To manage group access rights, first enable access right management for a group.
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Click Users in Home menu to open the "Users" section.
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Find the user / group which access rights need to be updated and make sure the "Admin" and "Manager" access role is OFF.
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Click the dropdown list at a section and choose relevant access right for the user / group for all items in this section (read more about the definition of access rights).
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To confirm the update of the access right, click Yes in the appeared dialog.
Set and update access rights for specific items
With this option you can refine access rights of a user / group to specific items in the workspace. This is available for all items in the "Projects & Activities", "Participants", and "Documents" sections (not relevant for "Resources"). You can set the custom access rights of a user / group to specific items in a sidebar or in the "Users" section as described below.
Note: To manage group access rights, first enable access right management for a group.
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Click Users in Home menu to open the "Users" section.
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Find the user / group which access rights need to be updated and make sure the toggle "Admin" and "Manager" role is OFF.
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Click Refine at a section where the item to which the user requires specific access rights is located.
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Refine custom rights for specific items and click Save changes. You need to set access rights at the item level only in the case when the access rights for some items shall be different from the rights at the section level. For example, a user with Manage access rights at a section level and Off access rights to WP1 will have Manage access rights to all items in the section except WP1 to which the user will have no access.
Tip: - You can use the search option to quickly look for specific items.
- To clear all rights at the item level under the section, simply click Clear and save.
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The access rights are updated, hover over Refine to see the current set of defined custom rights for certain items (for all other items in the section, the section level access rights are applied).
