Share an object

Your Adobe Workfront administrator grants users access to view or edit objects when they assign access levels. For more information about granting access to objects, see Create or modify custom access levels.

Along with the access level that users are granted, you can also grant them permissions to view or edit specific objects that you created or have access to share. For more information about access levels and permissions, see How access levels and permissions work together.

Permissions are specific to one item in Workfront and define what actions one can take on that item.

For information about sharing permissions on objects, see Overview of sharing permissions on objects.

NOTE

A Workfront administrator can add or remove permissions to any items in the system, for all users, without being the owner of those items.

This article describes how to share the following objects for which sharing is identical: 

  • Projects, tasks, issues
  • Portfolios, programs
  • Documents

For information about how to share all other objects in Workfront, also see the following articles:

Access requirements

You must have the following to share objects:

Adobe Workfront plan*

Any

Adobe Workfront license*

Work or higher

Access level configurations*

View access or higher to the objects you want to share

Note: If you still don't have access, ask your Workfront administrator if they set additional restrictions in your access level. For information on how a Workfront administrator can modify your access level, see Create or modify custom access levels.

Object permissions

View permissions or higher to the objects you want to share

For information on requesting additional access, see Request access to objects .

*To find out what plan, license type, or access you have, contact your Workfront administrator.

Share a single object

  1. Go to the object you want to share.

    For information about which objects can be shared, see Overview of sharing permissions on objects.

  2. Click the More icon next to the object name, then click Sharing orShare.

  3. In the Give <Object Name> access to field, begin typing the name of the user, team, role, group, or company with whom you want to share the object, then click the name when it appears in the drop-down list.

    For example, if you are sharing a project, use the Give project access to field.

    TIP

    You can share an object only with active users, teams, roles, or companies.

    TIP

    If you have multiple entities named similarly, they are all listed under their type. The names of the entities appear in alphabetical order. However, the order in which the entity types appear is random.

    >

  4. (Optional) Repeat step 3 for each user, team, role, or group to whom you want to grant access to the object.

  5. Specify the permissions for each user, team, role, group, or company that you added in Step 3 by clicking the drop-down menu, then selecting the permission level that you want to grant.

    The following options are available:

    • View: Users can review and share the item. 

    • Contribute**:** Users can make updates, log information, make minor edits, and share, plus all View permissions.

      TIP

      You can grant Contribute permissions only to the following objects: 

      • Projects
      • Tasks
      • Issues
    • **Manage:**Users have full access to the object without administrative rights, which are granted at the access level, plus all View and Contribute permissions.

      NOTE

       The Workfront administrator or the object creator has the ability to remove permissions from these entities.

       

  6. (Optional) Click Advanced Options to configure specific permissions on the object.

    View, Manage and Contribute have different advanced options depending on the selected object.
    For more information about the permissions levels, see Overview of sharing permissions on objects.

  7. (Optional) To make this object available to all users in the system, click the Gear icon , then in the drop-down menu click Make this visible system-wide.

    All users can see the object based on the permissions that you set.

  8. (Optional and conditional) When sharing a project, click the Gear icon , then in the drop-down menu click Set as my project access template to set the permissions as a template.
    After you have defined permissions on one project, these same permissions are automatically applied the next time you create a project from scratch.

    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 . >

    You can specify permissions on the projects that will be created from a template when you share the template. For more information, see Share project templates.

  9. (Optional) To make the object public, click Make this public to external users.

    TIP

    This option is not available for all objects.

  10. (Conditional) If you made the object public to external users, click copy link, then distribute the link to external users.
    Any users with the link are able to view the object.

    CAUTION

    We recommend that you use caution when sharing an object containing confidential information with external users. This allows them to view information without being a Workfront user or part of your organization.

  11. Click Save.

Share objects in bulk

From a list of objects, you can share multiple objects at one time with other users, teams, groups, job roles, or companies.

IMPORTANT

When you share objects in bulk, the names of the entities that have permissions to the individual objects do not display. When sharing objects in bulk, the entities you add to the sharing list are added to the selected objects. They do not override the entities associated with the individual objects. 

To share objects in bulk:

  1. Navigate to a list of objects.

  2. Select two or more objects in the list.

  3. Click the Share icon .
    Users who already have access to the object are not listed as available when bulk sharing.

    NOTE

    If you do not have permissions to share an object that you selected, the Share button is not visible.

  4. In the Edit <Object Name> access for field, start typing the name of a user, team, group, job role, or company to which you want to grant permissions.

    For example, if you are sharing a project, use the Give project access for field.

  5. Continue sharing the selected objects as described in steps 4-9 in the section Share a single object in this article.

  6. Click Save.

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