Overview of Sharing Permissions in Adobe Workfront Planning

Last update: March 13, 2025

Topics:
Workfront Planning

CREATED FOR:

User
Admin

The highlighted 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.

IMPORTANT

The information in this article refers to Adobe Workfront Planning, an additional capability from Adobe Workfront.

You must have the following to access Workfront Planning:

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.

For a complete list of requirements to access Workfront Planning, see Access overview.

For more information about Workfront Planning, see Adobe Workfront Planning overview.

You can share or remove permissions to an Adobe Workfront Planning workspace or view.

This article describes the permission levels for Workfront Planning objects.

You can manually share the following objects in Workfront Planning:

Workspaces
- You can share workspaces with people inside your organization.
- When you share a workspace, all record types, records, and fields associated with the workspaces are also shared.
- When you share a workspace, views are not shared. Views are shared separately.
For more information, see Share workspaces
Views
- You must give users, including System Administrators, permissions to access views separately from their permissions to accessing workspaces.
- When you share a view, all view elements are shared, including filters, grouping, sort, or Settings.
- When you share a view, the records visible in the view are not shared. Records must be shared by sharing workspaces.
- You can share a view publicly, with people outside your organization when you generate a public link for a view.People accessing the record page from a public link can view all records and their fields, including connected records and fields.
For more information, see Share views.

Internally, you can share a workspace or a view with the following Workfront entities:

Users
Groups

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Teams
Companies
Job roles

When you share workspaces and record types with others, the permission level from the record type is automatically inherited to the records and fields associated with them.

Your Adobe Workfront license type works in conjunction with your Workfront Planning permissions to give you access to view, contribute, or manage workspaces and their objects.

For information about how license types affect permission levels for Workfront Planning, see License type overview when using Adobe Workfront Planning.
System Administrators can manage all workspaces in the system, including the ones they did not create.
Other users, including System Administrators, can only access views they created or that have been shared with them. System Administrators can be given permissions only to Manage a view.
You can share a link to a workspace or to a view with others.

The following scenarios exist:
- Users who receive the link to a workspace must be active users and log in to Workfront to be able to access the workspace.
- Users who receive the link to a view can access the view in the following ways:
  - Must be active users and log in to Workfront, if the link to the view was internally shared.
  - Can be external users to Workfront and access the view from a publicly shared link, without logging in to Workfront.

The tables in the following sections illustrate the level of permissions that you can select when sharing a workspace or a view and what functionality each level allows.

IMPORTANT

Not all users can have the permissions levels described below. Users’ individual license determines which level of permissions they can receive for Workfront Planning objects.

Only Standard (or Plan) license users can have Contribute or Manage permissions to workspaces and Manage permissions to views.

Users with all other license types can have View permissions to workspaces and views.

For information, see License type overview when using Adobe Workfront Planning.

Workspace permissions

You must give users permission to workspaces to allow them to have access to the following entities:

Workspaces
Record types
Records
Fields

The following are the levels of permissions for workspaces:

Manage

Contribute

View

Edit

✓

Share

✓

Delete

✓

View

✓

Record Type permissions

The following are the levels of permissions for record types:

Manage

Contribute

View

Create

✓

Delete

✓

Edit

✓

View

✓

Record permissions

Record permissions are inherited from the workspace.

The following are the levels of permissions for records:

Manage

Contribute

View

Create

✓

Delete

✓

Edit

✓

View

✓

Field permissions

Field permissions are inherited from the workspace .

The following permissions refer to the fields themselves and not to the values associated with each field. To edit field values you must have permissions to edit records.

Manage

Contribute

View

Create

✓

Delete

✓

Edit

✓

View

✓

View permissions

You must grant separate permissions to record views. Granting permissions to the workspace does not grant permissions to the record views in the workspace.

You must give users permission to views to allow them to have access to the following view elements:

Filters
Field visibility
Sort
Grouping
Row height
Settings

You can share views internally or publicly.

The following are the levels of permissions for views and view elements:

Internal sharing

Manage (Only invited people can access)

View (Only invited people can access)

Everyone in the workspace can view*

Edit

✓

Delete

✓

Share

✓

View

✓

Apply

✓

Public sharing

View

✓

Apply

✓

*Users must have View or higher permissions to a workspace to gain this view access.

Overview of sharing permissions in Adobe Workfront Planning

Objects you can share in Adobe Workfront Planning

Considerations about sharing objects in Adobe Workfront Planning

Sharing permissions for Adobe Workfront Planning objects

Workspace permissions

Record Type permissions

Record permissions

Field permissions

View permissions