Overview of sharing permissions in Adobe Workfront Planning

Last update: January 14, 2025

CREATED FOR:

  • User
  • Admin
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.

For information about how to share workspaces or views, see the following articles:

Objects you can share in Adobe Workfront Planning

You can share the following objects:

  • 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.

  • 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 information, see Share views.

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

  • Users
  • Groups

Considerations about sharing objects in Adobe Workfront Planning

  • 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.

Sharing permissions for Adobe Workfront Planning objects

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.

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:

ManageContributeView
Edit✓
Share✓
Delete✓
View✓✓✓

Record Type permissions

Record Type permissions are inherited when you grant permissions to the workspace.

The following are the levels of permissions for record types:

ManageContributeView
Create✓
Delete✓
Edit✓
View✓✓✓

Record permissions

Record permissions are inherited when you grant permissions to the workspace.

The following are the levels of permissions for records:

ManageContributeView
Create✓✓
Delete✓✓
Edit✓✓
View✓✓✓

Field permissions

Field permissions are inherited when you grant permissions to 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.

ManageContributeView
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 sharingManage (Only invited people can access)View (Only invited people can access)Everyone in the workspace can view*
Edit✓
Delete✓
Share✓
View✓✓✓
Apply✓✓✓
Public sharingView
View✓
Apply✓

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

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