Grant access to documents

Last update: August 12, 2024

CREATED FOR:

  • Admin

As an Adobe Workfront administrator, you can use an access level to define a user’s access to documents, as explained in Access levels overview.

This access also applies to document folders.

For information about using custom access levels to manage users’ access to other object types in Workfront, see Create or modify custom access levels.

Access requirements

Expand to view access requirements for the functionality in this article.

You must have the following access to perform the steps in this article:

Adobe Workfront planAny
Adobe Workfront licensePlan
Access level configurations

You must be a Workfront administrator.>.

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.

Configure user access to documents using a custom access level

  1. Begin creating or editing the access level, as explained in Create or modify custom access levels.

  2. Click the gear icon on the View or Edit button to the right of Documents, then select the abilities you want to grant under Fine-tune your settings.

    document_access.png

    You can allow users to do the following on projects, tasks, and issues that they have access to:

    CreateUpload documents.
    Delete

    Remove uploaded documents.

    The Create option is automatically enabled when this option is enabled.

    ShareShare documents with specific users, job roles, teams.
    Share Documents PubliclyShare documents with external users (don't have a Workfront license).
    Share System-wide

    Make documents available to everyone in your Workfront instance.

    Anyone in the system can see a document shared this way if:

    • You send them a link to the Documents page where it's uploaded.

    • They search for it in Workfront

    The Share option is automatically enabled when this option is enabled.

    NOTE
    When you configure an access level setting for a certain type of object, that configuration doesn’t affect the users’ access to objects with a lower rank. For example, you can restrict users from deleting projects in their access level, but this does not restrict them from deleting documents, which are lower-ranking than projects.For more information about the hierarchy of objects, see the section Interdependency and hierarchy of objects in the article Understand objects in Adobe Workfront.

  3. (Optional) To restrict inherited permissions for documents from higher ranking objects, click Set additional restrictions, then select Never inherit document access from projects, tasks, issues, etc.

  4. (Optional) To configure access settings for other objects and areas in the access level you are working on, continue with one of the articles listed in Configure access to Adobe Workfront, such as Grant access to tasks and Grant access to financial data.

  5. When you are finished, click Save.

    After the access level is created, you can assign it to a user. For more information, see Edit a user’s profile.

Access to documents by license type

For more information about what users in each access level can do with documents, see the section Documents in the article Functionality available for each object type.

Access to shared documents

After you upload a document to Workfront, you can share it with other users by granting them permissions to it, as explained in Share a document.

When you share any object with another user, the recipient’s rights on it are determined by a combination of two things:

  • The permissions that you grant to your recipient for the object
  • The recipient’s access level settings for the object’s type

More help on this topic

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