Project visibility and permissions


Project visibility and permissions

We suppose you are working on some particular project and you know how to create that project. You may face an issue that you created a new project, created a new task and then wanted to assign the task to some other user. However, you could not select anybody except for yourself. Here's the solution.


How to make users see a project or become a task assignee

All people working with the application must have some user account. A user must be assigned to:

  • a specific project
  • a user role

in order to:

  • see the project
  • get tasks from a manager (to become task assignee)
  • log time
  • create new tasks

In fact, what exactly users can see is defined in the project settings - members (roles).


How to define what permissions a user has on a project

In short, you need to define what, for example, a project manager can do on a project (edit project, create a task, etc.). Project permissions of a user are defined by his user role in the project membership settings (Project » Settings » Members » Roles). The permissions of various user roles can be managed in More » Administration » Roles and permissions. We recommend having 4 roles in your application (C-level, Managers, Workers, Externs).


Department vs project organizational structure

In department organization structure - User A always works as, for example, Accountant. In project organizational structure - User A is a Project manager (role) in Project 1, meanwhile, User A can be a Team member (role) in Project 2 at the same time. Example:

Project 1 Project 2 Project 3
Project manager (role) Team member (role) Non-member (role)

The same user has different permissions in Project 1 and Project 2. He does not see Project 3, because he is not a member (technically he is assigned Non-member role, that is strongly recommended not to have any permission - all checkboxes in Non-member role are unchecked). This results in the fact, that User A might be able to do and see different things in Project 1 and Project 2. This is the logic the application is using.

The only exceptions from this rule are public projects and administrators (obviously, the administrator sees all the projects regardless of his/her project membership).

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