1.5 User permissions
You can access other users’ permissions through the People > People section > Click the user > Options.
Options are viewable from the options button (three vertical dots) on the right of the screen:
Projects and Permissions
This will display all projects the user has access to (sorted by the company that owns the projects) and their permission set on that project. There is a an edit button to the right of the list. Click this to adjust the user’s permission set for that particular project.
Tick/Untick the checkbox to the left of the project to add/remove the users from that project. You can add/remove a user to all the projects for a particular company by clicking either the (All/None) option next to the company’s name. Clicking on the “select all” / “select none” button at the bottom of the window will add them to/remove them from to all projects for all companies.
Bulk set permissions
You cannot bulk set the permissions for another site admin.
Next you will be presented with a window that allows you to set the user's permissions across all projects they have access to.
Reassign items for username
This option allows you to bulk reassign all tasks, milestones or both from this user to another. Choose the new user from the drop-down to the top right of the edit lightbox. Select which items you want to reassign with the Tasks and Milestones option just below.
This allows you to impersonate the user and navigate through the installation, seeing it exactly as this user does. When impersonating another user you will see a red impersonating warning in the bottom left corner of the screen. Any changes or edits you make while impersonating another user will be attributed to that user. When finished you can revert to your own user profile by clicking the yellow “Revert” text in the very bottom left corner of the screen. You cannot impersonate Other site admins, but you can impersonate project admins and regular users.
Click this to move the user to another company.
Will resend the welcome email to the user inviting them to join the Teamwork Projects account. You can edit these welcome email messages from "Settings” - “Templates”.
Downgrade to a contact
This will downgrade the user account to a contact and remove their ability to login and to interact with the system by email. When you click to downgrade you will be offered some options as to what you want to do with the active tasks and milestones assigned to this user:
- Remove user from all projects?
- Yes, let’s reassign them
- No don’t reassign them (the ex-user will be referenced but can be changed later)
- Just unassign user from all tasks and milestones
Warning - There is no way to undo these changes.” If you downgrade them to a contact and later upgrade them back up to a user account it will not reassign their old tasks and milestones back to them.
This will delete the user’s account and remove their access. When you select delete, you will be offered the same list of options as “Downgrade to a contact”
When you delete a user it removes their access and the ability to send/receive emails to the system. However we only soft delete the user so any historical entries such as time they have logged, tasks they completed, comments they made, etc will all stay attributed to them. Administrators can restore deleted users from the "People" section -"People" tab - “Options” - “View Deleted Users”. Check the box to the left of the users you wish to restore - “Restore selected”. Restoring a deleted user will not restore them to any active tasks or active milestones they were previously assigned to.
Once you delete a user, their name will be removed from the list of users in the people section and their name will no longer show in the drop-down options for filtering time, task or activity reports. To export a task or time report on the deleted user you would need to export the report for all users to Excel and from there sort to the deleted user.
Permissions are edited via the People > Select user > Edit profile > Permissions.
Any person can be marked an administrator. But only administrators can mark another user as an administrator. There are two types of account administrator:
Owner company administrators
- People marked administrator and part of the owner company can do absolutely anything.
- Only they and the site owner can access the Settings section through the “Settings” button in the top right corner. In settings the user can edit the site settings such as name, address, templates, appearance, tags, subscription, email settings etc.
- They can Add/Edit people and assign users to any project in your installation, even if they are not one of the project members.
- Owner company administrators can see all projects and all items in any project, even items with privacy set to exclude them.
- Only owner company administrators can access the trash can from the Projects page to restore deleted projects.
- One limitation is that if an event is set as private to the users on a project and the Administrator is not part of that project, then they will not be able to see this event.
External company administrators:
- Have no access to the site settings.
- People marked as administrator from a client company can only see projects they are members of.
- They can view/edit all people and companies in your Teamwork account.
- They can edit the details of other users including other administrators.
- They cannot however move Administrators to other companies.
- They can create new projects and add anyone from any company in the installation to that project.
- They can assign users and grant project permissions to them on projects that they are members of.
- They can make edits to any item in projects they are part of.
- They cannot see items marked as private unless they are included in the privacy list.
Can this user add projects?
This allows the user to create new projects. Users in the owner company with this permission have full access to the People section and can add users from any company to any project they create. They will be a project Administrator on any new projects they create by default.
If you give this permission to a client company user they can add anyone from their own company or the Owner company to their new project. They will be a project Administrator on any new projects they create by default.
Can manage people and companies
This allows a user permission to manage people & companies without having to make them an Administrator. People with this permission can view/edit all people and companies in your Teamwork account so be careful assigning this permission. They can create new companies and new users. They can also modify the details of existing companies and users. People with this permission cannot modify Administrator privileges for Administrator accounts.
Give automatic access to all future projects?
When a user is assigned the permission Give automatic access to all future projects, they are automatically added to all future projects according to the following:
- If the user is a member of the owner company, they are added to all projects added to your Teamwork account, whatever company the project is assigned to.
- If the user is a member of a client company, they are only automatically added to new projects that are assigned to their company.
Ordinary users in Teamwork will only be able to see the projects they are added to. Within that project you can control what they see through their project permissions. You can access these permissions via People > People section > Select user > Edit profile > Permissions > Edit.
The option to edit a specific project’s permissions will be visible when you further click the edit button in the screenshot below.
Enabling this permission switches on all the available project permissions for that user. Project specific administrators can:
- Grant project permissions to other ordinary users from any company on that project.
- Delete or Edit messages created by other project members
- Delete or Edit time logs created by other project members
- Delete or Edit tasks created or assigned to other project members
- Change project settings such as:
- Active / Archived status
- Project Announcement
- Project Description
- Project Logo
- Project Start Tab
- Add Users to the project
- If they are in the owner company - they will be able to add users from all companies
- If they are in a Client company - they will only be able to add users from companies that are already assigned to the project
- Add new users to the account*
* The ability to add new users to the account is based on a setting located in the Site Settings > General > Project Administrators can create users. This is set to yes by default, if you do not want a project administrator to have this ability, you can change the option to no.
View tasks & milestones
With this enabled the user can access the milestone and tasks tabs in the project. They can see all tasks and milestones which don’t have privacy set on them. The user can complete tasks and milestones that are assigned to them and add comments to any task or milestone. They cannot edit any details on tasks or milestones, even the ones they are assigned to.
The user can add new milestones. They can also edit any milestones which they have created or are assigned to.
Update task lists
The user can add new task lists. They can also edit any task lists which they have created or are assigned to.
View estimated time
Allows the user to view the estimated time added to tasks.
The user can add new tasks. They can also edit any tasks which they have created or are assigned to.
Can edit all tasks
The user can add new tasks. They can also edit any task.
View messages & files
The user can access the Messages and File sections. They can see all files and messages that don’t have privacy set on them. They cannot create or edit any files or messages.
The user can create messages and can edit their own messages for a 15 minute window after they have posted the message.
The user can upload new files and can edit the details of any files which they have uploaded.
View time log
The user can access the Time tab in the project and can see the time they have logged on the project.
Can view other people’s time
The user can access the Time tab and can see their own time entries and the entries of other users.
Can access billing
The user can access the Billing tab on the project. In the Billing tab in each project toward the top right there is a “Set Rates” button from where you can set a per hour rate for each user on that project. There is a star icon next to each user’s rate and clicking this will make that rate the default rate for that user for all their projects going forward.
Can log time
The user can log time entries for themselves. If they have the can “View other people’s time” permission also they can log time for other users on the project as well as themselves.
The user can see the notebooks tab. They can open any notebooks which aren’t set to private. They cannot add new notebooks or edit existing ones.
The user can create new Notebooks and can edit any unlocked Notebook.
View risk register
The user can access the Risks tab on the project. They can create, edit or delete risk register entries.
The user can access the Links tab. They cannot create new entries or edit existing ones.
The user can create, edit or delete any link.
- Receive email notifications
Allows you to choose whether you want to receive email notifications on this project.
- Is just an observer here
Observer Status is a way of giving people access to a project without making them primary project participants. They can observe what’s going on in a project and jump into discussions if they have to but for the most part they are simply observing what’s going on in the project.
Note: Observers are an Owner Company feature only.
- Can set privacy on items
The user can select who the item is visible to. We have a video on editing user permissions in a project here: https://www.youtube.com/watch?v=mGtBO7Cy_uA
You can set a project default which will set all new items (with the exception of tasks) on a project to private to users in the owner company.
Default project permissions for users on a new project
You can set default permissions for new users on all new projects from the Settings > Templates. When you add a new user to a project or create a new project they will have this permission set. There is a default permissions list for Owner company users and another for client company users.
Setting projects and permissions across projects
Click People > People section and click on a user’s profile. Click Options > Projects and Permissions to see a list of all the projects the user has access to (sorted by the company that owns the projects) and their permissions set on that project. There is a green “Edit” link to the right of each list. Click this to adjust the user’s permissions for that particular project.
Tick/Untick the checkbox to the left of the Project name to add/remove the users from that project. You can add/remove a user on all the projects for a particular company by clicking either the (All/None) option next to the company name. Clicking on the Select All/Select None link at the bottom of the window will add them/remove them on all projects for all companies.
Bulk set permissions
From the same tab, click on Options > Bulk set permissions. This allows you to bulk set the project permissions for that user on all projects they are currently part of. It will not affect their permission set on any future projects. On any new projects they are added to, they will inherit the default project permissions set for new users from the Settings > Templates.
When you click the Bulk set permissions button you will be shown a set of default permissions. These permissions are taken from the Default permissions for external company user and owner company users and may not necessarily reflect the permissions the user has on their projects at that moment.
Adding client company collaborators
A common query from users is how do I go about adding client company users to my project. In this situation, their requirements will vary but some advice which is usually suitable would be:
Enable the default privacy setting. Then when you add a message or file you will have to actively choose to include the client for them to access the file. Often it’s better to show them too little rather than too much. You can easily adjust the privacy afterwards also.
You could set privacy on most task-lists and just leave one or two public ones that the client can see. Any tasks, comments or files attached to private task-lists will not be viewable by the client
It may not be necessary to give the client access to messages and files sections. They can still communicate through comments on tasks.
Always use the impersonate function when you add a client to ensure they cannot see any information you want kept private.