Functionality available for each object type for new access levels

The following tables lists the functionality available for each object type in the various access levels.

It also indicates which actions Workfront administrators can disable or enable using an access level.

Projects

Action Standard Light Contributor External user
Create ✓*      
Copy ✓*      
Delete ✓*      
Share ✓*      
Share system-wide ✓*      
View ✓* ✓* ✓*  
Add a custom form ✓      
Update custom fields ✓      
Add an approval process ✓      
Approve a project ✓ ✓    
Add document ✓ ✓    
Add issue ✓ ✓    
Add tasks ✓      
Give updates/comments ✓ ✓    
Change status ✓      
Log hours ✓ ✓    
Edit assignments ✓      
Manage a baseline ✓      
Manage risks ✓      
Manage finance ✓      
Add/edit expenses ✓      
Attach templates ✓      
Save as a template ✓      
Add/edit a business case ✓      
Edit project details ✓      
Edit staffing ✓      
Export to MS Project ✓ ✓    
Recalculate finance/timeline ✓      
Set queue properties ✓      

* Using an access level, Workfront administrators can disable or enable this functionality.

Tasks

Action Standard Light Contributor External user
Create ✓*      
Delete ✓*      
Share ✓*      
Share system-wide ✓*      
View ✓* ✓* ✓*  
Add predecessors ✓      
Add issues ✓ ✓    
Edit a task (excluding status) ✓      
Change task status ✓      
Add documents ✓ ✓    
Copy a task ✓      
Move a task ✓      
Log hours ✓ ✓    
Accept an assignment ✓      
Make an assignment ✓ ✓    
Attach a custom form ✓      
Edit custom fields ✓      
Create an approval process ✓      
Approve a task ✓ ✓    
Edit finances ✓      
Add/edit expenses ✓      
View finance ✓ ✓    
Add updates/comments ✓ ✓    

* Using an access level, Workfront administrators can disable or enable this functionality.

Issues

Action Standard Light Contributor External user
Create ✓* ✓* ✓*  
Edit ✓ ✓ ✓  
Delete ✓* ✓* ✓*  
Share ✓* ✓* ✓*  
Share system-wide ✓*      
View ✓* ✓* ✓*  
Attach custom forms ✓ ✓ ✓  
Edit custom fields ✓ ✓ ✓  
Approve issues ✓ ✓ ✓  
Add an approval process ✓ ✓ ✓  
Add documents ✓ ✓ ✓  
Copy issues ✓ ✓ ✓  
Move issues ✓ ✓ ✓  
Log hours ✓      
Convert an issue to a project ✓      
Convert an issue to a to task ✓      
Accept assignments ✓      
Make assignments ✓      
Add updates and comments ✓ ✓ ✓  

* Using an access level, Workfront administrators can disable or enable this functionality.

Portfolios

Only users with a Standard license can have full access to portfolios.

Action Standard Light Contributor External user
Create ✓*      
Delete ✓*      
Share ✓*      
Share system-wide ✓*      
View ✓* ✓*    
Edit details ✓      
Attach custom forms ✓      
Edit custom fields ✓      
Add and remove projects ✓      
Approve projects ✓      
Portfolio optimization ✓      
Add documents ✓ ✓    
Add updates and comments ✓ ✓    

* Using an access level, Workfront administrators can disable or enable this functionality.

Programs

Only users with a Standard license can have full access to programs.

Action Standard Light Contributor External user
Create ✓*      
Delete ✓*      
Share ✓*      
Share system-wide ✓*      
View ✓* ✓*    
Edit details ✓      
Attach custom forms ✓      
Edit custom fields ✓      
Add and remove projects ✓      
Approve projects ✓      
Portfolio Optimization ✓      
Add documents ✓ ✓    
Add Add updates and comments ✓ ✓    

* Using an access level, Workfront administrators can disable or enable this functionality.

Reports, dashboards, and calendars

Users with a Standard license can have full access to reports. All other Access Levels have View access to reports.

Action Standard Light Contributor External user
Create ✓*      
Delete ✓*      
View built-in reports ✓*      
Share ✓* ✓    
Share calendars and reports publicly ✓*      
Share system-wide ✓*      
View ✓* ✓* ✓* ✓*
Edit ✓      
Copy ✓      

* Using an access level, Workfront administrators can disable or enable this functionality.

NOTE

Contributors can only view reports that have been shared with them.

Filters, views, and groupings

Action Standard Light Contributor External user
Create ✓* ✓* ✓*  
Delete ✓* ✓* ✓*  
Share ✓* ✓* ✓*  
Share system-wide ✓* ✓* ✓*  
View ✓ ✓ ✓  
Edit ✓ ✓ ✓  

* Using an access level, Workfront administrators can disable or enable this functionality.

Documents

Action Standard Light Contributor External user
Create ✓* ✓* ✓*  
Delete (documents and folders) ✓* ✓* ✓*  
Share ✓* ✓* ✓*  
Share publicly (externally) ✓*      
Share system-wide ✓*      
View ✓* ✓* ✓* ✓*
Edit details ✓ ✓ ✓  
Download ✓ ✓ ✓ ✓
Checkout ✓ ✓ ✓  
Add approvers ✓ ✓ ✓  
Approve documents ✓ ✓ ✓ ✓
Attach custom forms ✓ ✓ ✓  
Edit custom fields ✓ ✓ ✓  
Move to (object) ✓ ✓ ✓  
Send to (integration) ✓ ✓ ✓  
Add updates and comments ✓ ✓ ✓  
Upload new version ✓ ✓ ✓  
Delete a version ✓ ✓ ✓  
Preview ✓ ✓ ✓ ✓
Proof ✓ ✓ ✓ ✓
Generate proof ✓      
Remove proof ✓ ✓ ✓  
Add/Remove** ✓ ✓ ✓  
Rename** ✓ ✓ ✓  
Link (with integration) ✓ ✓ ✓  
Unlink (with integration) ✓ ✓ ✓  

* Using an access level, Workfront administrators can disable or enable this functionality.

Users

Action Standard Light Contributor External user**
Create ✓*      
Delete ✓*      
Edit, delete, deactivate, log in as, or reset the password for any user ✓*      
Edit, delete, deactivate, log in as, or reset the password for any user in a group they administer ✓*      
View users ✓ ✓ ✓  
View contact info ✓ ✓ ✓  

* Using an access level, Workfront administrators can disable or enable this functionality.

**External users can only search for other users.

Teams

Action Standard Light Contributor External user*
Create ✓*      
Delete ✓*      
Edit teams they’re on ✓*      
Edit teams in groups they manage ✓*      
View all teams ✓ ✓ ✓  
View teams associated with their groups ✓ ✓ ✓  

* Using an access level, Workfront administrators can disable or enable this functionality.

Templates

Action Standard Light Contributor External user
Create ✓*      
Delete ✓*      
Share ✓*      
Share system-wide ✓*      
View ✓*      
Copy ✓      
Edit template details ✓      

* Using an access level, Workfront administrators can disable or enable this functionality.

Financial data

Only users with a Standard license can have full access to financial data.

Action Standard Light Contributor External user
Edit role billing and cost rates ✓*      
Edit user billing and cost rates ✓*      
View role billing and cost rates ✓*      
View user billing and cost rates ✓*      
Manage billing records ✓      
Manage expenses ✓      
View financial data ✓* ✓*    
View information by Cost in the Resource Planning tools ✓      
Budget Resources in the Resource Planning tools** ✓      
View resource allocation in the Resource Planning tools* ✓ ✓    
Create risks on projects ✓      
View risks on projects ✓ ✓    

* Using an access level, Workfront administrators can disable or enable this functionality.

Resource Management

Only users with a Standard license can have full access to resource management. Other license types can have limited or no access to Resource Management in Workfront.

Action Standard Light Contributor External user
Edit priorities and budget hours in the Planner ✓*      
Create, edit, delete Resource Pools** ✓*      
Update Planned Hours in the Workload Balancer*** ✓*      
View project priorities in the Resource Planner ✓*      
View resource allocation in the Resource Planning tools ✓* ✓*    
View Resource Pools ✓* ✓*    
Budget resources in the Resource Planning tools** ✓      
Attach Resource Pools to projects, templates, and users ✓      

* Using an access level, Workfront administrators can disable or enable this functionality.

**Requires additional access to Financial Data and permissions to project finances. If you grant Resource Management access to a Planner user who doesn’t have access to Financial Data, the user can still see the hourly allocations in the Resource Planner, but can’t switch to Cost view or view the Business Case. For more information, see Grant access to financial data and Share financial permissions on an object.

***Requires permission to Contribute to the object, with Make Assignments enabled under Advanced Settings. For information, see the section Understand inherited permissions and the hierarchy of objects in the article Overview of sharing permissions on objects.

Scenario Planner area

Action Standard Light Contributor External user
Create/edit existing plans and initiatives ✓ ✓    
Add or edit job role information on plans and initiatives* ✓ ✓    
Add or edit cost information on plans and initiatives* ✓ ✓    
Delete plans and initiatives ✓ ✓    
View Scenarios in the Main Menu ✓ ✓    
View plans and initiatives that the user created* ✓ ✓    
NOTE

Users can view a plan that another user created only if a link to the plan is shared with them.

* In order for users to view financial data in a plan or initiative, they need access to Financial Data. For more information, see Grant access to financial data.

Workfront Goals area

Actions View Edit
Create   ✓
Edit / delete all goals   ✓
View Goals in the Main menu ✓ ✓
View the Goals area from a shared link ✓ ✓
View all goals in the system ✓ ✓
Activate/ deactivate/ close all goals   ✓
Create/ edit/ delete activities   ✓
Create/ edit/ delete results   ✓
Add an aligned goal   ✓
Update progress on a result or activity   ✓
Own a goal, result, or activity ✓ ✓
Comment on a goal ✓ ✓
Copy goals   ✓
View the Goal List section in the left panel ✓ ✓
View the Graphs section in the left panel ✓ ✓
View the Goal Alignment section in the left panel ✓ ✓
View the Pulse section in the left panel ✓ ✓
View the Check-in area in the left panel   ✓
View the Settings area in the left panel ✓ ✓
Print a list of goals ✓ ✓

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