Share records
You can adjust people’s permissions to individual records in a record type in Adobe Workfront Planning.
You can share an Adobe Workfront Planning record in the following ways:
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Share a link to the record.
For more information, see Share records using a link.
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Share all records in a workspace with other users by sharing the workspace and the record type.
For more information see the following articles:
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Share an individual record or share multiple records in bulk using the Share option.
This article describes how you can share records with others using the Share option.
- Users with access to a workspace automatically gain at least View permissions to all the records in the workspace.
- Sharing views does not give users permissions to records. Only sharing workspaces can grant users permissions to record types and records.
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 NOTE Only people with a Planning Standard license can be granted Manage permissions to records. All other licenses can only have View permissions and the Manage option is dimmed for them. |
| 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 workspace, a record type, and the record IMPORTANT Only users with Manage permissions to a workspace can share a record |
For more information, see Access requirements in Workfront documentation.
Considerations when sharing records
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You can share records with the following entities: people, groups, teams, companies, or job roles.
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The following limitations exist:
- You cannot share more than 100 records at a time.
- You cannot share records with more than 100 entities.
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If you restrict permissions to a record, users no longer view that record and the values for its lookup fields anywhere in the system where that record displays.
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Workfront checks record permissions in connections up to 5 records deep, ensuring users only see records shared with them.
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You can grant the following levels of permissions to a record:
- View
- Manage
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When you share a workspace and a record type with users, they also receive the same permissions to the records in the workspace, by default.
When users have Contribute permissions to a workspace or record type, they receive Manage permissions to the records of that record type. -
When you remove an entity from a workspace, all sharing permissions are removed from the record types and all records in it.
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You cannot share a record with a user that does not have permissions to the workspace or the record type.
If you share a record with someone who is not in the workspace, they are automatically added to the workspace.
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A user’s access to the record is determined through the combination of the following 3 settings:
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Their permissions inherited from the record type and workspace
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Permissions individually added in the record sharing box
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The Everyone in the workspace can view setting.
This makes the record viewable by everyone in the workspace
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When you share a record with a user, they are added with the same permission as they have on the record type, by default.
For example:
- If they have View permissions to the record type, they gain View permissions to the record
- If they have Contribute or Manage permissions to the record type, they gain Manage permissions to the record
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When a user has Manage or Contribute permissions to the workspace and the record type and you add them to the record permissions, the View permissions are dimmed. They retain the same permissions to the record as they have to the record type, and you cannot give them lower permissions to the record.
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You can disable inherited permissions for a single record, in which case you can give select users permissions to individual records, or they can gain permissions if they belong to the workspace, due to the Everyone in the workspace can view option.
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If multiple sharing permissions apply for the same user, they receive the highest level of those permissions.
For example, if a record is shared with a user with View permissions, and their group with Manage access, they receive Manage permissions to the record.
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If a formula field or a lookup field from a connected record is based on a field on a record on which you have no permissions, you will see the correct calculation which factors in the record you cannot otherwise access.
Share records
As a workspace manager, you can adjust permissions to individual records.
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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 records you want to share.
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Do one of the following:
- From the table view, hover over the name of a record, click the More menu
- From the table view, select one or several records, then click Share on the blue toolbar at the bottom of the list.
- From any view, click the name of a record, then click Share in the upper-right corner of the record’s details page.
The Share box opens.
note warning WARNING You cannot share permissions to records that are added in different workspaces. When you share records in bulk, the records must all be created in the same workspace. - From the table view, hover over the name of a record, click the More menu
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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 and record type have the same permissions to the record.
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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 record with specific entities and give them a different access to the record type than they already have for the workspace, 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 and record creators continue to have Manage permissions to the record type and the record. -
In the Grant access to this record 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 or the record type.
When you share a record 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
- Manage
note important IMPORTANT - If users have Contribute or Manage permissions to the workspace and the record type, you can give them Manage permissions to the record. The View permission is dimmed.
- You cannot give users a lesser permission to the record if they have Contribute or higher to the record type.
For more information, see Overview of sharing permissions in Adobe Workfront Planning. - 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 records.
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(Optional) Click Copy link to copy a link to the record to your clipboard and share it with others. The link will open the record’s details page.
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Click Save.
The record is now shared with other users.
The users you shared the record with receive both an in-app and email notification about having been given permissions to the record.
For information, see Adobe Workfront Planning notifications: article index.
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(Optional) 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.
For more information, also see Share records using a link.
Remove permissions to a record
You can remove users’ permissions from a record. 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 or records 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 records you want to stop sharing, then click a record type card. This opens the record type page.
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Do one of the following:
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From the table view, hover over the name of a record, click the More menu
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From the table view, select one or several record, then click Share on the blue toolbar at the bottom of the list.
You must select records that were created in the same workspace.
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From any view, click the name of a record, then click Share in the upper-right corner of the record’s details page.
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. However, they 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 record that they no longer have these permissions.