DocumentationWorkfrontWorkfront Guide

Configurable access to functionality for each object type

Last update: Mon Oct 07 2024 00:00:00 GMT+0000 (Coordinated Universal Time)

CREATED FOR:

  • Admin

When configuring an access level for your organization, you can determine which specific actions are available to the access level.

This article explains the options an Adobe Workfront administrator can select for each object type, in each access level. It also explains what the default configuration is for each type of access level.

For example, if a Workfront administrator selects “View” for projects in a given access level, users with that access level will be able to only view projects, not edit them.

For information about all functionality available for an object type in each access level, see Functionality available for each object type.

Projects

In each access level, you can configure the following options for projects:

Access level
Options
Planner (Plan license type)

  • No access

  • View

    To fine-tune this, you can configure the ability to share projects. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to projects.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Copy

    • Delete

    • View

    • Share

    • Share system-wide

Worker

  • No access

  • View

    To fine-tune this, you can configure the ability to share projects. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows limited editing access to projects. To see how Edit access is limited in a Worker access level as compared to a Planner access level (which allows full Edit access to projects), see the section Projects in the article Functionality available for each object type.

    To fine-tune this, you can configure the ability to share projects. Click the gear icon on the Edit button, then disable or enable the Share option (enabled by default).

Reviewer
  • No access
  • View (default selection)
Requestor

  • No access

  • View

    (default selection)

    View access is limited because you can't fine-tune it to enable or disable project sharing.

External User
Access to projects is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Tasks

In each access level, you can configure the following options for tasks:

Access level
Options
Planner

  • No access

  • View

    To fine-tune this, you can configure the ability to share tasks. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to tasks.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

    • Share system-wide

Worker

  • No access

  • View

    To fine-tune this, you can configure the ability to share tasks. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to tasks.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

Reviewer
  • No access
  • View (default selection)
Requestor

  • No access

  • View

    (default selection)

    View access is limited because you can't fine-tune it to enable or disable project sharing.

External User
Access to tasks is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Issues

In each access level, you can configure the following options for issues:

Access level
Options
Planner

  • No access

  • View

    To fine-tune this, you can configure the ability to share issues. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to issues.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

    • Share system-wide

Worker

  • No access

  • View

    To fine-tune this, you can configure the ability to share issues. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to issues.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

Reviewer

  • No access

  • View

    To fine-tune this, you can configure the ability to share issues. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to issues.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

Requestor

  • No access

  • View

    To fine-tune this, you can configure the ability to share issues. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to issues.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

External User
Access to issues is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Portfolios

In each access level, you can configure the following options for portfolios:

Access level
Options
Planner

  • No access

  • View

    To fine-tune this, you can configure the ability to share portfolios. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to portfolios.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

    • Share system-wide

Worker
  • No access
  • View (default selection)
Reviewer
  • No access
  • View (default selection)
Requestor
Access to portfolios is not available.
External User
Access to portfolios is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Programs

In each access level, you can configure the following options for programs:

Access level
Options
Planner

  • No access

  • View

    To fine-tune this, you can configure the ability to share programs. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to programs.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

    • Share system-wide

Worker
  • No access
  • View (default selection)
Reviewer
  • No access
  • View (default selection)
Requestor
Access to programs is not available.
External User
Access to programs is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Reports, dashboards, and calendars

In each access level, you can configure the following options for reports, dashboards, and calendars:

Access level
Options
Planner

  • No access

  • View

    To fine-tune this, click the gear icon on the Edit button), then disable or enable any of the following actions. Both of them are enabled by default:

    • View Built-In Reports

    • Share

  • Edit (default selection): Allows full editing access to reports, dashboards, and calendars.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default except for View Built-in Reports, Share Reports Publicly, and Share system-wide.

    • Create

    • Delete

    • View Built-In Reports

    • Share

    • Share Reports Publicly (externally)

    • Share system-wide

Worker

  • No access

  • View

    (default selection)

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following actions. Both of them are enabled by default:

    • View Built-In Reports

    • Share

Reviewer

  • No access

  • View (default selection)

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following actions. Only the Share option is enabled by default.

    • View Built-In Reports

    • Share

Requestor

  • No access

  • View (default selection): Allows view-only access to reports, dashboards, and calendars that have been shared with them.

    To fine-tune this, you can configure the ability to view built-in reports. Click the gear icon on the View button, then disable or enable View Built-in(disabled by default).

External User
Access to reports, dashboards, and calendars is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Filters, views, and groupings

In each access level, you can configure the following options for filters, views, and groupings:

Access level
Options
Planner

  • View

    To fine-tune this, you can configure the ability to share filters, views, and groupings. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to filters, views, and groupings.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

    • Share system-wide

Worker

  • View

    To fine-tune this, you can configure the ability to share filters, views, and groupings. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to filters, views, and groupings.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

    • Share system-wide

Reviewer

  • View

    To fine-tune this, you can configure the ability to share filters, views, and groupings. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to filters, views, and groupings.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

    • Share system-wide

Requestor

  • View:

    To fine-tune this, you can configure the ability to share filters, views, and groupings. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to filters, views, and groupings.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

    • Share system-wide

External User
Access to filters, views, and groupings is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Documents

In each access level, you can configure the following options for documents:

Access level
Options
Planner

  • No access

  • View

    To fine-tune this, you can configure the ability to share documents. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to documents.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default except for Share Documents Publicly and Share system-wide.

    • Create

    • Delete

    • Share

    • Share Documents Publicly (externally)

    • Share system-wide

Worker

  • No access

  • View

    To fine-tune this, you can configure the ability to share documents. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to documents.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default except for Share Documents Publicly and Share system-wide.

    • Create

    • Delete

    • Share

    • Share Documents Publicly (externally)

    • Share system-wide

Reviewer

  • No access

  • View

    To fine-tune this, you can configure the ability to share documents. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to documents.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following actions. All of them are enabled by default except for the last two, Share Documents Publicly and Share system-wide.

    • Create

    • Delete

    • Share

    • Share Documents Publicly (externally)

    • Share system-wide

Requestor

  • No access

  • View

    To fine-tune this, you can configure the ability to share documents. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to documents.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

External User
Access to documents is not configurable in this access level. But external users can use Workfront to view, review, and download documents.

Users

In each access level, you can configure the following options for users:

Access level
Options
Planner

  • View

    To fine-tune this, you can configure the ability to view users' contact information. Click the gear icon on the View button, then disable or enable the View Contact Info option (enabled by default).

  • Edit (default selection): Allows full editing access to users.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following actions. Only the first two options, Create and Delete, are enabled by default.

    • Create

    • Delete

    • User Admin (All Users)

    • User Admin (Group Users)

    For information about the two User Admin options, see the section Configure users' access to edit users using a custom access level in the article Grant access to users.

Worker

  • View (only option available)

    To fine-tune this, you can configure the ability to view users' contact information. Click the gear icon on the View button, then disable or enable the View Contact Info option (enabled by default).

Reviewer

  • View (only option available)

    To fine-tune this, you can configure the ability to view users' contact information. Click the gear icon on the View button, then enable or disable the View Contact Info option (disabled by default).

Requestor

  • View (only option available)

    To fine-tune this, you can configure the ability to view users' contact information. Click the gear icon on the View button, then enable or disable the View Contact Info option (disabled by default).

External User
Access to users is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Teams

In each access level, you can configure the following options for teams:

Access level
Options
Planner

  • View

    To fine-tune this, click the gear icon on the View button, then disable or enable any of the following options*. Both are disabled by default.

    • View all teams

    • View teams associated with my groups

  • Edit (default selection): Allows full editing access to teams.

    To fine-tune this, click the gear icon on the View button, then disable or enable any of the following options*. All of them are enabled by default, except for Edit teams I am on.

    • Create

    • Delete

    • Edit teams I am on

    • Edit teams in groups I manage (Group Admins only)

    • View all teams

    • View teams associated with my groups

Worker

  • View

    To fine-tune this, click the gear icon on the View button, then disable or enable any of the following options*. Both are enabled by default.

    • View all teams

    • View teams associated with my groups

  • Edit (default selection): Allows full editing access to teams.

    To fine-tune this, click the gear icon on the View button, then disable or enable any of the following options*. Only the first option, Edit teams I am on, is disabled by default.

    • Edit teams I am on

    • View all teams

    • View teams associated with my groups

Reviewer

  • View (only option available)

    To fine-tune this, click the gear icon on the View button, then disable or enable any of the following options*. Both are enabled by default.

    • View all teams

    • View teams associated with my groups

Requestor

  • View (only option available)

    To fine-tune this, click the gear icon on the View button, then disable or enable any of the following options*. Both are enabled by default.

    • View all teams

    • View teams associated with my groups

External User
Access to teams is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Templates

In each access level, you can configure the following options for templates:

Access level
Options
Planner

  • No access

  • View

    To fine-tune this, you can configure the ability to share templates. Click the gear icon on the View button, then disable or enable the Share option (enabled by default).

  • Edit (default selection): Allows full editing access to templates.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. All of them are enabled by default.

    • Create

    • Delete

    • Share

    • Share system-wide

Worker
  • No access (only option available)
Reviewer
  • No access (only option available)
Requestor
  • No access (only option available)
External User
Access to templates is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Financial data

In each access level, you can configure the following options for financial data:

Access level
Options
Planner

  • No access

  • View:

    To fine-tune this, click the gear icon on the View button, then disable or enable any of the following options*. Both are enabled by default.

    • View Role Billing & Cost Rates

    • View User Billing & Cost Rates

  • Edit (default selection): Allows full editing access to financial data.

    To fine-tune this, click the gear icon on the View button, then disable or enable any of the following options*. Only the last two options, View Role Billing & Cost Rates and View User Billing & Cost Rates, are enabled by default.

    • Edit Role Billing & Cost Rates

    • Edit User Billing & Cost Rates

    • View Role Billing & Cost Rates

    • View User Billing & Cost Rates

Worker

  • No access (default selection)

  • View

Reviewer

  • No access (default selection)

  • View

Requestor
  • No access (only option available)
External User
Access to financial data is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

* For information about these options, see Overview of Billing and Revenue.

Resource Management

In each access level, you can configure the following options for Resource Management:

Access level
Options
Planner

  • No access

  • View

  • Edit (default selection): Allows full editing access to Resource Management.

    To fine-tune this, click the gear icon on the Edit button, then disable or enable any of the following options. Only the first option, Edit priorities and budget hours in the Planner, is enabled by default.

    • Edit priorities and budget hours in the Planner

    • Manage Resource Pools

      NOTE: In order to manage resource pools, a user needs 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.

    • Update Planned Hours in the Workload Balancer

      NOTE: In order to update planned hours in the Workload Balancer, a user needs permission to contribute to the object, with Make Assignments enabled under Advanced Settings. For information, see Overview of sharing permissions on objects.

Worker
  • No access
  • View (default selection)
Reviewer
  • No access
  • View (default selection)
Requestor
  • No access (only option available)
External User
Access is not available. External users can use Workfront only to review and download documents and to see calendars that are shared with them.

Scenario Planner area

The default setting for all access levels is No Access. A Workfront administrator can change this to View or Edit access for any Planner, Worker, and Reviewer access level.

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

Workfront Goals area

All six of the default access levels (and all 4 of the license types) can edit and view Workfront Goals.

Edit is the default option.

recommendation-more-help
5f00cc6b-2202-40d6-bcd0-3ee0c2316b43