Share record types
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 monthly releases to Production, the same features are also available in the Production environment for customers who enabled fast releases.
For information about fast releases, see Enable or disable fast releases for your organization.
- A new Workfront package and license. Workfront Planning is not available for legacy Workfront packages or licenses.
- A Workfront Planning package.
- Your organization’s instance of Workfront must be onboarded to the Adobe Unified Experience.
You can share a record type with others to ensure collaboration when working with records in Adobe Workfront Planning.
Sharing views does not give users permissions to record types. Only sharing workspaces can grant users permissions to record types.
- For general information about sharing objects in Workfront Planning, also see Overview of sharing permissions in Adobe Workfront Planning.
- For more information, see the Considerations when sharing record types section in this article.
Access requirements
You must have the following access to perform the steps in this article:
| table 0-row-0 1-row-2 2-row-2 3-row-2 4-row-2 5-row-2 6-row-2 7-row-2 8-row-2 layout-auto html-authored no-header | |
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| Products |
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| Adobe Workfront plan* |
Any of the following Workfront plans:
Workfront Planning is not available for legacy Workfront plans |
| Adobe Workfront Planning package* |
Any For more information about what is included in each Workfront Planning plan, contact your Workfront account manager. |
| Adobe Workfront platform |
Your organization's instance of Workfront must be onboarded to the Adobe Unified Experience to be able to access Workfront Planning. Users must be added to the Adobe Admin Console in order to gain permissions to Workfront Planning views. For more information, see Adobe Unified Experience for Workfront. |
| Adobe Workfront license* |
Standard Workfront Planning is not available for legacy Workfront licenses |
| Access level configuration | There are no access level controls for Adobe Workfront Planning |
| Object permissions |
Manage permissions to a record type Only users with Manage permissions to a workspace can share Manage permissions to a record type |
| Layout template |
In the Production environment, all users including the System Administrators must be assigned to a layout template that includes the Planning areas. In the Preview environment, Standard users and System Administrators have the Planning area enabled by default. |
*For more information about Workfront access requirements, see Access requirements in Workfront documentation.
Considerations when sharing record types
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Granting permissions to a workspace gives users the same permissions to the record types in the workspace, by default.
Additionally, you can adjust permissions on individual record types.
However, you cannot grant people higher permissions to a record type than the permissions they have to the workspace.
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You can grant users lower permissions to the record type than they have on the workspace. For example, they can have Contribute permissions to the workspace, and View permissions on a record type.
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People with Manage permission to the workspace always keep their Manage access to all record types in the workspace. Their permissions cannot be lowered on record types, even when Inherited permissions are turned off.
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Currently you can achieve the following when you share record types:
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Give people View permissions to a workspace, when you share a record type with them for the first time and they don’t have any permissions to the workspace.
This also gives them View permissions to all record types in the workspace.
As you give them permissions to the record type, there is an indication in the sharing box that they are also added to the workspace.
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Make the record type view-only for everyone in the workspace (except for workspace managers), when you disable Inherited permissions.
People with Manage permissions to the workspace always have Manage permissions on the record types, even when you turn off Inherited permissions on the record type.
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Lower people’s permission to a record type. You cannot increase someone’s permission to a record type from what they have on the workspace.
For example, if someone has Contribute permission to the workspace, you can change their permission to a specific record type to View. However, if they have View permission to the workspace, you cannot grant them Contribute permission to any record type.
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It’s not possible to remove access to a record type for people in the workspace. Everyone always has at least View permission to all the record types if they have at least View permissions to the workspace.
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You can share a record type internally with the following entities:
Workfront users, groups, teams, companies, and job roles
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You cannot share record types externally, with users outside of Workfront.
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To give a user that does not have workspace permissions higher than View permissions to a record type, you must first share the workspace with them with a higher permission than View. The higher permissions for the workspace will then apply to the record types.
Share permissions to a record type
You can adjust permissions to individual record types of a workspace if you have Manage permission to the workspace.
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Click the Main Menu icon
The Workfront Planning landing page opens.
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(Optional and conditional) If you are a Workfront administrator, click one of the following tabs:
- My workspaces: Displays workspaces you created.
- Other workspaces: Displays all workspaces in Workfront Planning, including the ones shared with you.
For all other users, all workspaces you created or are shared with you display in the Workspaces area.
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Open the workspace whose record types you want to share, then click a record type card.
This opens the record type page.
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From the tab of any view, click Share in the upper-right corner of the record type.
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Click Share the record type.
The Share box opens.
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(Optional) In the Who has access area, the Everyone in the workspace can view option is selected by default. All users that have View or higher permissions to the workspace can view the record type.
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(Optional) Click the number of users under the Inherited permissions option to view users, teams, groups, companies, or job roles that inherit permissions from the workspace.
note tip TIP You cannot remove individual entities from the Inherited permissions list. -
(Optional and conditional) If you want to share the record type with specific entities and give them a different access to the record type than they already have for the workspace, do the following:
- Select Disable from the Inherited permissions drop-down menu.
note tip TIP Workspace managers continue to have Manage permissions to the record type. - In the Grant access to this record type field, 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.
- Choose a permission level.
note important IMPORTANT - In addition to teams, groups, companies, and job roles, you can share only with users that have been added to the Adobe Admin Console.
- You can never give users greater permissions on a record type than they have on a workspace.
- You cannot give users a lesser permission than Manage to a record type, if they have Manage permissions to the workspace.
- You can give users a lesser permission to the record type if they have Contribute permissions to the workspace.
For more information, see Overview of sharing permissions in Adobe Workfront Planning.
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To give users who do not have permissions to the workspace access to view a record type, in the Grant access to this view field, start typing the name of a user, a group, team, company, or job role, then click it when it displays in the list.
The entity you selected is added to the record type and to the workspace with View permissions.
System administrators always receive Manage permissions to record types shared with them, and there is an indication that a user is a System administrator.
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(Optional) Click Copy link to copy a link to the record type to your clipboard and share it with others.
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Click Save.
The record type is now shared with other users.
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Share the copied link with others. Users who receive the link must be active users and log in to Workfront to be able to access the record type page and display it in the selected view. They must have permissions to the record type to be able to view it.
Remove permissions to a record type
You can remove users’ permissions from a record type. However, they will retain at least View permissions to the workspace which also gives them at least View permissions to the record type. You must remove their access from the workspace if you want them to have no permissions to the record types in the workspace.
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Click the Main Menu icon
The Workfront Planning landing page opens.
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(Optional and conditional) If you are a Workfront administrator, click one of the following tabs:
- My workspaces: Displays workspaces you created.
- Other workspaces: Displays all workspaces in Workfront Planning, including the ones shared with you.
For all other users, all workspaces you created or are shared with you display in the Workspaces area.
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Open the workspace whose record types you want to stop sharing, then click a record type card. This opens the record type page.
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From the tab of any view, click Share in the upper-right corner of the record type.
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Click Share the record type.
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 record type. However, they they still have permissions to the workspace, unless you also remove them from workspace permissions.
There is no notification for the users that have been removed from accessing the view that they no longer have this access.