Share Workfront Planning fields
The information on this page refers to functionality not yet generally available. It is available only in the Preview environment for all customers. After the release to Preview, the same features are also available monthly in the Production environment for customers who enabled fast releases.
For information about fast releases, see Enable or disable fast releases for your organization.
You can share the field of a Workfront Planning record with others to ensure collaboration when using Adobe Workfront Planning.
Field sharing lets workspace administrators control access to an individual field. Each field in a record type has its own sharing dialog where access can be set to No Access, View field values, or Manage field values.
Access requirements
| table 0-row-0 1-row-2 2-row-2 3-row-2 4-row-2 5-row-2 layout-auto html-authored no-header | |
|---|---|
| Adobe Workfront package |
Any Workfront or Workflow with a Planning package Or Any Workfront Planning as a standalone product package |
| Adobe Workfront license | Any |
| Adobe Planning license | Any |
| Access level configuration | You must add both a Workflow and a Planning license type to the access level when you have both a Workflow and a Planning package |
| Object permissions |
Manage permissions to a field to change values for the field Contribute or higher permissions to a record type to inherit Manage permissions to the field |
For more information about Workfront access requirements, see Access requirements in Workfront documentation.
Considerations about sharing fields
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You can share fields with users, job roles, groups, teams, or companies.
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Field sharing controls access to values, not field settings. Only workspace managers can change a field’s configuration.
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You cannot remove access to a field from someone with access to the record type.
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You can only share fields from the table view of a record type.
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You cannot share the following types of fields:
- System fields (for example, Created By, Record ID)
- Primary fields
- Lookup fields. They always inherit the permissions of their source object fields.
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Formula fields always show the correctly calculated value regardless of the viewer’s access to referenced fields. You must share the formula field separately to restrict its output.
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Access to a field comes from combining the following settings:
- Inherited permissions: By default, a field inherits the same access someone has on the record type. You can turn off Inherited permissions and give users a lower access to the field than they have for the record type.
- The Everyone with access to the record type can view or Only invited people can access selection. You can either allow everyone with permissions to the workspace to view the field or give permissions only to individual entities.
If multiple rules apply to the same person, they receive the highest permission available to them from one of the rules.
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You must have both record and field permissions to see the values of a field for one record.
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To make a field view-only for everyone in a workspace, ensure the following setup exists:
- Turn off inherited permissions
- Keep the Everyone with access to the record type can view setting
- Do not add any individual entities.
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Depending on the record type permissions, users can receive the following field permissions:
- View record type permissions give a user permissions to view field values
- Contribute or Manage record type permissions give a user permissions to manage field values
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Only workspace owners and managers can adjust field permissions. Workspace managers always retain Manage access to all fields and this cannot be lowered.
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Adding someone to a field’s sharing list does not grant them workspace or record-type access. If they lack that access, a warning icon indicates the permission will only take effect once they’re added to the record type.
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Fields with restricted permissions are enforced everywhere where the field displays. This includes all the views, record details pages, connections and lookup fields, Canvas dashboards, the API, and MCP tools.
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Fields on request forms are open to anyone submitting the form, regardless of field sharing.
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Restricted fields are also not visible in exported files as well as files you import.
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Public views remain fully visible and read-only to anyone that can access them.
- Restricted field value changes are not recorded in the History of a record.
- Permission changes for fields don’t trigger notifications.
- For global record types, field permissions apply across all secondary workspaces and can’t be adjusted locally.
- When someone adds a field to a global record typ in the main workspace, this creates a private view. This view is not accessible from the secondary global record workspace. You must open the global record in the secondary workspace with a new view where the added field, if the permissions are not restricted, displays as a hidden field.
Share fields
As a workspace manager, you can adjust permissions to individual fields.
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Click the Main Menu icon
The Workfront Planning landing page opens.
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Open the workspace, then the record type whose fields you want to share.
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From the table view, hover over the name of a field’s column header, click the More menu
The Share box opens.
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(Optional) In the Grant access area, the Everyone with access to the record type can view option is selected by default. All users that have View or higher permissions to the workspace and record type have the same permissions to the field.
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(Optional) Click the avatars of users under the Inherited permissions from option to view users, teams, groups, companies, or job roles that inherit permissions from the workspace.
The user’s permissions to the record type displays when you expand the inherited permissions.
note tip TIP You cannot remove individual entities from the inherited permissions list. The users from teams, groups, companies or job roles are listed instead of the entities they were associated with when the workspace and the record type was shared with them. -
(Optional and conditional) If you want to share the field with specific entities and give them a different access to the field than they already have for the record type, do the following:
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Deselect the Turned on option from Inherited permissions. It is selected by default.
The option changes to Turned off.
note tip TIP Workspace managers continue to have Manage permissions to the record type and the field. -
(Optional) Click the Everyone with access to the record type can view dropdown menu and select Only invited people can access. The Only invited people can access option is not available for primary fields.
note important IMPORTANT This change together with turning off Inherited permissions removes the access for all the people who can view the record type and only give access to designated people. Workspace managers and administrators will always have access to all the fields. -
In the Grant access box, add the users, teams, groups, companies, or job roles that you want to grant a different permission level to than they have for the workspace or the record type.
When you share a field with a user, their primary job role and their email also display in the field. You must have the View Contact Info setting enabled for the Users object in your access level to be able to view the user’s email.
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Choose one of the following permission levels:
- View field values
- Manage field values
note important IMPORTANT -
You cannot give users a lesser permission to the field if they have Contribute or higher to the record type.
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You cannot grant permissions to users who are not in the workspace. Users who do not have permissions to the workspace and record type cannot access any of the fields. They will be able to access the fields when they get permissions to the workspace and record types.
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Click Save.
The field is now shared with other users.
Remove permissions to a field
You can remove users’ permissions from a field. However, they will retain at least View permissions to the workspace and record type which also gives them at least View permissions to the field.
You must remove their access from the workspace if you want them to have no permissions to the record types or fields in the workspace.
You cannot remove a user from Inherited permissions.
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Click the Main Menu icon
The Workfront Planning landing page opens.
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Open the workspace whose fields you want to stop sharing, then click a record type card. This opens the record type page.
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From the table view, hover over the name of a field’s column header, click the More menu
The Share box opens.
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Find the user, group, team, company, or job role that whose permissions you want to remove, expand the permissions drop-down menu to the right of their name, then click Remove.
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Click Save.
People no longer have the indicated permissions to the field. However, they still have permissions to the record type and the workspace, unless you also remove them from those permissions.
There is no notification for the users that have been removed from accessing the field that they no longer have these permissions.