Functionality available for each object type for new access levels

Last update: 2024-02-28
  • Created for:
  • Admin

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

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 ✓* ✓*    
Manage rate cards      
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

On this page